AGENCY: Department of Human Services. Division of Child and Family Services. Holladay Office
SERIES: 12119
TITLE: Client case files
DATES: 1985-1995.
ARRANGEMENT: Alphabetical by client surname
DESCRIPTION: These files document complete case histories of clients receiving services provided in or through a social services office (OSS). Programs are funded by the Division of Family Services (DFS), Services to the Handicapped (DSH), State Office of Social Services (OSS), Aging and Adult Services (DAAS), and/or local discretionary funds. Two regions also carry programs for the Division of Mental Health (DMH), and the Division of Alcoholism and Drugs (DAD). The following record series are not included: adoptions (including interstate compact adoptions), foster care and interstate foster care files, substantiated and unsubstantiated child abuse/neglect files, the central register, ombudsman case files (elderly abuse), adult abuse case files, adult abuse central register, licensing files, all Training School and State Hospital Files. Client case files include but are not limited to the following types of eligibility and determination forms: Application for Financial, and Medical; Application for Social Services; Request for Expended Services (obsolete 11-87); Notice of Decision (income report); Certification of Handicapping Condition; Client Admission/Level of Care Determination; Child Abuse/Neglect Report; and Adult Protection/Spouse Abuse Report. Information includes name, birth certificates, social security number, car registrations and and titles, court documents, medical reports, certification of tribal membership, lien aggreements, guardianship orders, activity logs, surveys, progress notes, and permanency and individual service plans.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Client case files, GRS-2459
AUTHORIZED: 05/21/1993
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after case closes and then transfer to State Records Center. Retain in State Records Center for 9 years and then destroy provided no pending litigation.
APPRAISAL
Administrative Legal
This disposition is based on 42 CFR 455.105 (1990), which specifies that these records be retained for at least five years and the needs expressed by the agency.
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302 (2015)
SECONDARY DESIGNATION
Controlled. Utah Code 63G-2-304 (2008)