TITLE 89: SOCIAL SERVICES
CHAPTER III: DEPARTMENT OF CHILDREN AND FAMILY SERVICES
SUBCHAPTER f: GENERAL ADMINISTRATION
PART 436
RECORDS MANAGEMENT
SECTION 436.2 DEFINITIONS
Section 436.2 Definitions
"Records" means all
books, case files, microfiche, papers, maps, photographs, or other official
documentary materials, as defined in the State Records Act, which are
appropriate for preservation because of the information in them. Information is
appropriate for preservation if it has administrative value, legal value,
fiscal value, or research, historical, or archival value.
 | TITLE 89: SOCIAL SERVICES
CHAPTER III: DEPARTMENT OF CHILDREN AND FAMILY SERVICES
SUBCHAPTER f: GENERAL ADMINISTRATION
PART 436
RECORDS MANAGEMENT
SECTION 436.3 REQUIRED RECORDKEEPING
Section 436.3 Required
Recordkeeping
a) The Department shall keep adequate and sufficient records
pertaining to its clients, operations, employees, and equipment. The
Department shall conform to the rules and regulations established by the State
Records Commission, the State Archives, the State Records Center, the other
state agencies responsible for regulating the retention and destruction of
records. The State Records Commission, with the Department's advice and
consent, establishes schedules relating to the retention and destruction of records.
b) The administrators responsible for the Department's central
divisions and the administrators responsible for the local regions shall be
charged with the maintenance, destruction, retention and disposition of state
records under their jurisdiction. They shall perform this duty as required by
the State Records Commission and Department procedures.
c) The administrators responsible for the Department's central
divisions and the administrators responsible for the local regions shall
dispose of appropriate records, papers, documents and correspondence in such a
manner that confidential information or data contained in the records shall not
be disclosed.
| TITLE 89: SOCIAL SERVICES
CHAPTER III: DEPARTMENT OF CHILDREN AND FAMILY SERVICES
SUBCHAPTER f: GENERAL ADMINISTRATION
PART 436
RECORDS MANAGEMENT
SECTION 436.4 DESTRUCTION OF RECORDS
Section 436.4 Destruction of
Records
a) State records shall be destroyed only upon approval of the
State Records Commission. Non-record materials may be destroyed at any time
after they have served their purpose. However, the Commission may formulate
advisory procedures and interpretations to guide the disposition of non-record
materials.
b) Application for destruction of records shall be made to the
State Records Commission, which shall determine with the Department what
constitutes records materials. The Department shall conduct necessary record
surveys and prepare necessary retention and disposition schedules. Materials
already on retention or disposition schedules shall be revoked or replaced only
in accordance with the State Records Act.
| TITLE 89: SOCIAL SERVICES
CHAPTER III: DEPARTMENT OF CHILDREN AND FAMILY SERVICES
SUBCHAPTER f: GENERAL ADMINISTRATION
PART 436
RECORDS MANAGEMENT
SECTION 436.5 PERMANENT RECORDS
Section 436.5 Permanent
Records
a) All records previously maintained in the State Archives shall
remain as part of the permanent documentation of the Department and its
predecessor agencies and will continue to be served by the State Archivist.
b) Retrieval of documents deposited in the State Archives or the
State Records Center shall be the responsibility of staff as designated by the
Director of the Department.
c) Adoption case records shall be retained permanently. They may
be stored in the State Archives with special attention to the fact that such
records are not public records and access to them is restricted. Refer to part
431, Confidentiality of Personal Information.
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