The Division of Protection and Permanency (DPP) requires staff to maintain a consistent case file format for organizing and maintaining case records. Information necessary to provide/monitor appropriate services, protect the organization and comply with legal requirements are contained within the case record. This information is maintained in a consistent case file format to allow for specific information to be located expeditiously for:
- Authorized personnel on a need to know basis;
- Case transfer;
- Internal case review;
- Council on Accreditation (COA) review; and
- Children and Family Services Review (CFSR).
DPP staff adhere to the following case file format for request and provide case files:
- Organize the case file in a heavy duty pressboard end tab folder with fasteners (stock # H1502F13 letter with 2” extension or comparable);
- Separate sections using the folder dividers (stock #SMD-35600 or comparable), and tab as designated in the request/provide case file format documents;
- File each section in chronological order with the most recent dates on top;
- Maintain client privileged information in a separate section within the legal area of the request/provide case so it may be removed when authorized individuals outside DPP are reviewing the case.