Chapter 7 : Section 01

Creating and Organizing DCS Records

Policy

To ensure thorough and orderly documentation of information regarding children and families, DCS shall establish the following types of records:

Intake
Assessment
Case
Adoption Case
ICPC Inbound Case
Case Person Record
Person Record
Provider Record

Records may include an electronic and hard copy record. The electronic record is maintained in Guardian and includes windows data and electronically created documents. The hard copy record is maintained in the local office. The hard copy includes:

Documents generated outside of DCS;
Documents that require signatures from individuals outside DCS; and
Hard copy forms not maintained electronically..

Procedures

Creating DCS Records

Establish DCS hard copy records by family units. Include in the DCS record information relating to DCS involvement of all members of the family unit, except:

children who have been legally freed for adoption; and
young adults whose cases have been transferred to an Independent Living program.

In each of the above cases, establish a new hard copy record by child.

When transferring a child to the young adult program, if other children who are receiving Department services remain in the family, keep the original case record; if not, transfer the entire case record.

Establish adoption case records by the oldest child. Add adoptive parents to the case record. Ensure that each family that applies for licensure or is licensed as a foster family has a provider record created in Guardian. Adoptive Home Certification will be tracked on the Provider general tab in Guardian.

Establish ICPC Inbound case records by child for each out-of-state child placed in Arizona under the Interstate Compact on the Placement of Children, or by sibling group if the siblings are placed together. (Information on Arizona children who are placed out-of-state under the Compact remains in the family DCS record, unless the child/ren are legally free for adoption.)

Organizing DCS Records

All DCS case records shall be complete, accurate and current.

All DCS records shall be updated no more than ten days from the date of the event.

Regions are responsible for organizing and maintaining all hard copy records, except child welfare agency licensing records and adoption subsidy case records.

Central Office is responsible for establishing and maintaining organizational guidelines for hard copy records, child welfare agency licensing case records and adoption subsidy case records. For hard copy organization guidelines please see, Hard File Organization Guidelines, CSO-1367

All public or private child welfare agencies that provide care for foster children or place children in foster homes shall keep case records in a manner that the Department prescribes. (ARS §8-519)