Record Retention (Case/Agency Records)
LEGACY CARRY-FORWARD. Migrated verbatim from the pre-T3C (COA/AS-era) corpus for completeness and traceability. It predates the T3C alignment and has not yet been reconciled to the current model. Its operative status is pending review — this is not an assertion that it is either currently in force or superseded. Original code: AS-13. Source:
historical-docs/source-documents/AS 13_RH Record Retention Procedures.docx.
Original Document Control (verbatim)
- Policy Name: Record Retention
- Originated: 6/04
- Approved By: Board of Directors
- Approved On: 1/16/12
- Effective Date: 2/20/12
- Section: AS 13
- Date(s) of Revision: 4/20/07, 5/26/07, 2/25/08, 8/5/08, 1/22/09, 8/29/09, 1/1/10, 3/23/10, 8/1/11, 1/16/12
- Note: All information was taken from RH P&P, RH Adoption Manual & the Caregiver Manual in order to simplify COA requirements for Standard Review of compliance.
Content (verbatim)
Cross Ref #
POLICY
Refuge House will adhere to all policies regarding record retention stated in RCCL, Contract, COA standards, and state and federal guidelines. Refuge House is dedicated to maintaining complete adoption records permanently and ensures the availability of these records to all parties involved. (AS 13.05)
APPROVAL
Board of Directors
PROCEDURE
Responsibilities
Step
Refuge House Custodian of Records
- Maintain a complete set of current and accurate master records for employees, contractors, foster/adoptive families, and children in either printed or electronic format.
2.
Ensure physical records are maintained for 7 years for discharged or inactive entities (with the exception of inactive employees whose files are retained for a 12 month period), contractors, foster/adoptive families, children and young adults, unless otherwise noted.
3.
All records for inactive entities will be appropriately archived and catalogued.
4.
Ensure that records for both active and inactive entities will be maintained in perpetuity and may be archived to electronic media for ongoing storage. (AS 13.05)
RH Worker
Upon request, make available to the child’s managing conservator at reasonable times and for reasonable periods client records and other programmatic and/or financial records, etc. for reviewing and copying by the managing conservator, the U.S. Department of Health and Human Services, or their authorized representatives.
Adoption Worker
Before closing a record after an adoption has been consummated or disrupted, Refuge House will provide the managing conservator with a copy of all case record information not previously forwarded to ensure that the managing conservator has a complete case record. Refuge House understands that the managing conservator will, upon the request of an adult adoptee, release the case record according to the confidentiality laws within the Texas Family Code.
RH Office Manager
Refuge House will retain active and inactive adoption and adoption-related case records permanently. At a minimum each case record must include, but is not limited to, the following: CPS Service Authorization (Form 2054), other contract related contacts, and supporting documentation for all services billed. In the case that Refuge House ceases operations, all active and inactive adoption case records will be transferred to the Department of State Health Services, Bureau of Vital Statistics. The adoption case records will be transferred within the time frame specified by the Bureau of Vital Statistics. (AS 13.05)
REFERENCES
Information was taken from the following sources: RH Policy and Procedure Manual RH Caregiver Manual RH Adoption Manual
DEFINITIONS
n/a
FORMS ATTACHMENTS
n/a
CEO Approval
Michele L. Gorman, PhD