Topic: Retention and maintenance of child records

14 March 2001

This FYI addresses an Ohio minimum Standards issue.

During this past year’s on-site reviews, a number of programs asked questions about record retention.  What records should be kept?  How long?  Where?  This FYI specifically addresses child record procedures.

1. 

Standards require policies and procedures regarding maintenance and upkeep of case records Refer to Standard XII (Record Keeping) to re-acquaint your program with the minimums.

2. 

How long should records be kept?  There are no known specific requirements for retention of CASA/GAL program records.  However, if you are a court-based program, please ask your court what its policies are regarding record retention, as courts are a public entity and should have record retention policies already in place.  Be sure to ask how the court’s policies are interpreted to apply to CASA/GAL program child records. 

Storage availability and program philosophy will influence policy for non-profit CASA/GAL programs in this matter.  Some policy languages currently in place in other CASA/GAL programs include:

¨      Indefinite on-site maintenance of critical reports/information not maintained by the court;

¨      Maintaining case records on-site until the youngest child in the family reaches age 18; and

¨      Maintaining records on-site for a minimum of seven (7) years.

Agencies who do not expunge records state that case history can be invaluable, particularly if a child in a previous case is now before the court as an alleged abuser.

CLICK HERE FOR ADDITIONAL RECORD RETENTION INFORMATION