After the region retains case records for three years, staff may store in the DFPS Records Center closed DFPS case records which have not been microfilmed and cannot yet be destroyed. The procedures for storing records in the center are described in Section 4 of the Management Services Handbook. Regional staff must document on the Case File Management window in CAPS the location of the stored records, including the identification of the boxes in which the records are stored. The Records Center mail code is X-905.
The regional records coordinator must approve requests for storage.
To retrieve a record from the Records Center, call (512) 832-1074 or 1075 or fax a request to (512) 339-4709.
When staff retrieve a record from the Records Center, they document the location of the record on the Case File Management window. Before they return it to the Records Center, they reenter the location of the Records Center on the Case Management window.
If a closed case record is retrieved from the Records Center and is reopened for services, the old record becomes part of the new active case record. When the case is closed again, the closed case record is again classified and retained as specified in Item 1460 and Items 1470 through 1479.
The records manager in the Records and Information unit coordinates the approvals to destroy obsolete records with the DFPS staff responsible for the records, and with audit and legal as required. If it is necessary to maintain the records longer, the entity that requires the longer retention period and date must document the need, obtain the approval of the responsible DFPS staff, and send this information to the records manager for handling.
The records manager provides the Records Center manager authorization to take the necessary action to destroy the records or extend the retention period.