Legal Authority/Introduction

LEGAL AUTHORITY:

• N/A

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).

Procedure

DPP staff adhere to the following case file format for request and provide case files:

1. Organize the case file in a heavy duty pressboard end tab folder with fasteners (stock # H1502F13 letter with 2” extension or comparable);
2. Separate sections using the folder dividers (stock #SMD-35600 or comparable), and tab as designated in the request/provide case file format documents;
3. File each section in chronological order with the most recent dates on top;
4. 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.