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1474 Retaining the Records for Cases That Do Not Involve Abuse, Neglect, or Conservatorship

CPS October 2009

A case does not involve abuse or neglect if DFPS did not:

  •  complete an abuse or neglect investigation;

  •  provide family-based safety services to the family after the investigation; and

  •  serve as the child's managing conservator and place the child in DFPS foster care during the investigation.

The criteria and retention periods for the types of cases that do not involve abuse, neglect, or conservatorship are explained in the following:

1474.1 Retaining Records When the Intake Report Is Closed and the Case Is Not Assigned for Investigation

1474.2 Retaining Records When the Investigation Is Closed Administratively Without a Service Authorization

1474.3 Retaining Records When the Investigation Is Closed Administratively With a Service Authorization

1474.4 Retaining Records for Casework-Related Special Requests

The classification and destruction date of a closed case is displayed in the Records Retention section of the Case Summary page in IMPACT. The DFPS classifications and retention periods for records retention are contained in the State of Texas Records Retention Schedule that is maintained by the Records Management Division.

1474.11474.1 Retaining Records When the Intake Report Is Closed and the Case Is Not Assigned for Investigation

CPS October 2009

An intake report that is closed without being assigned for investigation is retained for 18 months after closure. This includes the following:

  •  A report of abuse or neglect that is not assigned for investigation

  •  A casework-related special request (CRSR) that is closed during the intake stage

Abuse or neglect intakes that are closed without assignment for investigation are classified as Intake – Not Assigned for Investigation (CWA)

1474.21474.2 Retaining Records When the Investigation Is Closed Administratively Without a Service Authorization

CPS October 2009

Administratively closed investigations that do not contain service authorizations are retained for 18 months after the case is closed.

A preliminary investigation of abuse or neglect is administratively closed when additional information received after the case is assigned for investigation reveals that continued CPS intervention is unwarranted.

A preliminary investigation that is closed administratively and does not contain service authorizations is classified as Investigation – Closed Administratively After Assignment, No Service Authorization” (CAA).

1474.31474.3 Retaining Records When the Investigation Is Closed Administratively With a Service Authorization

CPS October 2009

The records for a preliminary investigation that is closed administratively and contains a service authorization are retained for five years after the case is closed.

Preliminary investigations can involve service authorizations that were in effect before the decision was made to close the case without a full investigation.

The retention period for such cases is classified as Investigation – Closed Administratively After Assignment, Service Authorization (CAS).

For the definition of administratively closed investigations and other relevant information, see 1473.2 Preliminary Investigation Closed Administratively Without a Service Authorization.

1474.41474.4 Retaining Records for Casework-Related Special Requests

CPS October 2009

A casework-related special request is a case in which CPS provides services that do not relate to abuse or neglect. See 2791.2 Casework-Related Special Requests.

Closed After the Investigation Stage

The records for a casework-related special request (CRSR) that is closed at the end of the Investigation stage are retained for three years.

The retention period for such a case is classified as a Casework Related Special Request (CRSR).

Closed After Other Stages

The record for a CRSR that is closed after the Family Preservation (FPR) stage is retained for the same period of time that FPR case records are retained. See 1472 Retention of Family Preservation Services Case Records.

CRSRs that contain a Substitute Care (SUB) stage are retained for 99 years.

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