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1473 Retaining Records for Cases That Are Closed After Investigation

CPS October 2009

A case that is categorized as closed-after-investigation is a child abuse or neglect case in which all of the following apply:

  •  The case file contains a completed investigation and the intake report about the abuse or neglect. The file also may include one or more administrative reviews of the investigation findings.

  •  Family based safety services were not provided to the family after the investigation.

  •  DFPS was not designated as the child's managing conservator and did not place the child in DFPS foster care during the investigation.

Criteria for Determining the Records Retention Period

The retention period for cases that are closed after investigation depends on one or more of the following:

  •  The overall disposition of the investigation (see 2280 Disposition)

  •  The risk finding of the investigation (see 2270 Ensuring Child Safety)

  •  Whether a service authorization was completed during the investigation (see 8161.12 Authorizing Service)

The criteria and time frames for retaining the records of cases that are closed after investigation are specified in:

1473.1 Retaining Records When Abuse and Neglect Are Ruled Out, No Risk Is Indicated, and No Service is Authorized

1473.2 Retaining Records When Abuse and Neglect Are Ruled Out, No-Risk Is Indicated, and Services Are Authorized

1473.3 Retaining Records When Abuse and Neglect Are Ruled Out, and Risk is Indicated

1473.4 Retaining Records When the Disposition Is Reason to Believe, Unable to Determine, or Unable to Complete

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.

1473.1 Retaining Records When Abuse and Neglect Are Ruled Out, No Risk Is Indicated, and No Service is Authorized

CPS October 2009

If a case meets the following criteria, the case records are retained for 18 months after the case is closed:

  •  The worker, with supervisory approval, rules out the occurrence of abuse or neglect.

  •  The worker, with supervisory approval, determines that the child is not at risk of abuse or neglect in the foreseeable future, or that conducting a risk assessment does not apply to the type of investigation. See 2270 Ensuring Child Safety.

  •  The worker does not complete a service authorization during the investigation.

The retention period for such cases is classified as Closed-After-Investigation/Ruled-out/No Risk/No Service Auth (CIU).

1473.2 Retaining Records When Abuse and Neglect Are Ruled Out, No-Risk Is Indicated, and Services Are Authorized

CPS October 2009

If a case meets the following criteria, the case record is retained for five years after the case is closed:

  •  The worker, with supervisory approval, rules out the occurrence of abuse or neglect.

  •  The worker, with supervisory approval, determines that the child is not at risk of abuse or neglect in the foreseeable future or that conducting a risk assessment does not apply to the type of investigation. See 2270 Ensuring Child Safety.

  •  The worker completes one or more service authorizations during the investigation.

The retention period for such cases is classified as Closed-After-Investigation/Ruled-out/No Risk/Service Auth (CIV).

1473.3 Retaining Records When Abuse and Neglect Are Ruled Out and Risk is Indicated

CPS October 2009

If a case meets the following criteria, the case records are retained for five years after the case is closed:

  •  The worker, with supervisory approval, rules out the occurrence of abuse and neglect.

  •  The worker, with supervisory approval, determines that the child is at risk of abuse or neglect in the foreseeable future. See 2270 Ensuring Child Safety.

The retention period for such cases is classified as Closed-After-Investigation/Ruled-out/Risk Indicated (CIR).

1473.41473.4 Retaining Records When the Disposition Is Reason to Believe, Unable to Determine, or Unable to Complete

CPS October 2009

When the overall disposition of a closed-after-investigation case is Reason to Believe, Unable to Determine, or Unable to Complete, the case retention period that applies is whichever of the following lasts longer:

  •  Until the 18th birthday of the youngest child involved in the investigation

  •  Until five years after the case is closed

The retention period for such cases is classified as Closed-After-Investigation/Other (CIO).

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