AGENCY: Department of Health and Human Services. Division of Services for People with Disabilities
SERIES: 8654
TITLE: Inventory for client and agency planning score sheets
DATES: 1985-2002.
ARRANGEMENT: Alphabetical by provider surname
DESCRIPTION: These are computer-generated scoresheets of data taken from booklets distributed to providers of services to the handicapped. After completing booklets, the providers submit them to the division for data to be entered into the computer, and booklets are returned to providers. The scoresheets describe the condition and treatment of all clients in day-treatment and residential clients who receive care or services from providers not in day-treatment. Clients also include those at the Utah State Training School and the Intermediate Care Facility/Mentally Retarded (ICF/MR). The information is used to plan programs and services for the clients and to chart their treatment and progress.__A number of reports are generated from this data.__The information is entered in the Utah Registry for Handicapped Persons. The Office of Community Operations and the State Training School also have access to this information. This record includes the name of the client; descriptive information concerning the client's health conditions and behavior; diagnostic information; level of learning skills; placement; recommended treatment or changes in treatment; the client's age, current and past addresses, employer, employment history, marital status, and race.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 10/1986
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.
Computer data files: Retain in Office for 4 years and then transfer to tape.
Computer magnetic storage media: Retain in Tape Library for 3 years and then erase.
APPRAISAL
Administrative
A total retention of seven years for the paper copy and computer-generated records is requested in order to chart the progress of the individual clients. The computer program allows for a four-year accumulation of data for each client. This is critical to the planning of services.
PRIMARY DESIGNATION
Private