Department for Community Based Services

Standards of Practice Online Manual

30.8 Case File Format

Cabinet for Health and Family Services

Department for Community Based Services
Division of Protection and Permanency
Standards of Practice Online Manual
Chapter 30-Quality Assurance and Organizational Integrity
30.8 Case File Format

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Legal Authority/Introduction


  • 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).


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.



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