AGENCY: Department of Workforce Services. Office of Child Care
SERIES: 31360
TITLE: Developmental screening data
DATES: 2022-
ARRANGEMENT: Database.
DESCRIPTION: Development screening information is collected from parents/guardians so that their child care program can review it with them and provide possible referrals and connections to resources based on results. If parent/guardian gives permission, data is shared with the Utah Department of Health and Human Services (DHHS) systems to share screening data across providers (Child Health Advanced Record System) and track trends across the state (Early Childhood Integrated Data System). See Utah Code 35A-3-2 - Office of Child Care. Child care program business information is collected to establish a sub-account for the program. Parent/guardian contact information, child's identifying information, including age, is collected to track individual progress and inform what questionnaire should be used. Responses to the Ages and Stages questionnaire(s) (developmental screening) are recorded.
Business need remains as long as data is being requested by and provided to other government agencies or data is being used to identify statistical information and trends.
Privacy annotation:
List of personal data included: first name, last name, middle name, date of birth, home address, mobile phone number, gender, business phone number, business email address, business work address, child's first, middle and last name; child's date of birth; child's weeks premature; child's gender; child's birth weight.
Purpose personal data is collected, maintained, or used: The purpose is to provide developmental screenings using Ages & Stages Questionnaires to screen children birth through age five so that child care programs may refer families to relevant resources and services as needed. With parent/guardian permission, data is shared across providers and collected statewide to track trends.
Legal authority for collecting, keeping, or using personal data: Utah Code 35A-3-2 - Office of Child Care; CCDF Regulations: 45 CFR 98.33.
RETENTION
Retain for 6 year(s) or until administrative value met, whichever is greater
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the Records Management Committee.
APPROVED: 12/2025
FORMAT MANAGEMENT
Computer data files: Retain in Office for 6 years or until business need ends, whichever is greater, and then delete.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302(1)(a,b,o) and (2)(d) (2025)