These are complete case histories created to monitor services needed and provided to families by a division office. Records include family assessments, studies, counselings, evaluations, family preservation plans, family reunification plans, and other information deemed pertinent by the caseworker.

Retain for 50 years, and then destroy records.

Effective 2016-02-01

These are denials pertaining to the adoption of children. They indicate the reasons for Family Services' denial of adoption applications. They include a profile summary of the adoptive family which contains parent surname, religion, income, education, occupations, and children's names and ages.

Retain for 4 years, and then destroy records.

Effective 1995-08-01

These files document information collected to determine whether or not a family and home are appropriate for the placement of children currently in foster care. If the home is determined to be suitable, children may be released from the custody of the Division of Child and Family Services to the approved family and home. Information includes criminal background checks, autobiographies, physical, psychiatric, and psychological examinations, interviews, income information, and home study evaluations.

Retain for 10 years, and then destroy records.

Effective 1998-02-01

These files document treatment programs for both victims of domestic violence, and perpetrators. Information includes address, age, birthdate and birthplace, court actions, victim information, psychiatric and psychological information, medical and dental information, and family information.

Retain for 4 years, and then destroy records.

Effective 1995-08-01

These records document information gathered by staff regarding foster parents who are providing services to children in out-of-home care. Records are used to disperse payments as well as determine potential foster parents eligibility for foster care licensure and ability to provide for the needs of children in their care. Records include agreements, trainings, licenses, case worker's notes, and related information.

Retain for 50 years, and then destroy records.

Effective 2016-02-01

These records document adoption placements for children whose birth parents have either been deprived of or have permanently relinquished their parental rights. Information includes face sheet, intake information, social history, closing information, medical, genetic, and birth information, educational records, psychological evaluations, birth certificates, legal documents, adoption reports, summons, paternity rights, administrative reviews, investigative reports, handwritten notes, financial reports, and correspondence.

Retain permanently. Records may be transferred to the archives.

Effective 1995-08-01

These records are subsidy agreements with adopting families and are used to track eligibility and provide an audit trail for payments. State subsidies may be one-time, time-limited, or long term, depending on the circumstances of the family and the child's needs. Medical, dental, psychological, and long-term maintenance subsidies continue until age 18 or until age 21 if the state has determined that the child has a mental or physical handicap which warrants continuing assistance. All state subsidy agreements are reviewed annually for continued eligibility (Utah Administrative Code R537-43.2 (1993).

Retain for 20 years, and then destroy records.

These are requests for financial assistance by adoptive parents. Financial assistance is granted only to provide for the needs of the child. Information includes application and agreement for subsidy, reason for subsidy, district number of office where request was made, family income and expenditures, and a federal income tax return.

Retain for 5 years, and then destroy records.

Effective 1995-08-01

These are subsidy agreements to adopting families and are used to track eligibility and provide an audit trail for payments. State subsidies may be one time, time-limited, or long-term, depending on the circumstances of the family and the child's needs. Medical, dental, psychological, and long-term maintenance subsidies continue until age 18, or until age 21 if the state has determined that the child has a mental or physical handicap which warrants continuing assistance. All state subsidy agreements are reviewed annually for continued eligibility (Utah Administrative Code R537-43.2 (1993)).

Retain for 20 years, and then destroy records.

Effective 2009-02-01

Information collected from prospective adoptive families and assessed by the agency to determine eligibility. Following the assessment of cases, Human Services determines either the approval or disapproval of applicants. Information includes home studies, primary person characteristic forms (Form 1054), court documents, biographies, reference letters, work histories, criminal background checks, psychiatric and psychological information, and family records.

Retain for 7 years, and then destroy records.

Effective 1995-08-01

These records document bank statements from client trust accounts and are used to manage financial and audit records. Information includes returned checks, financial statements, and bank transactions.

Retain for 4 years, and then destroy records.

Effective 1999-03-01

These files document information collected by caseworkers on methods to assist children at risk. These risks include alcohol, drugs, gang activities, and other negative influences children are exposed to in their lives. Information includes case worker activity logs, progress reports, grade reports, correspondence, samples of student work assignments, and comments from teachers, principals, and counselors.

Retain for 5 years, and then destroy records.

Effective 1998-02-01

These are complete case histories of clients receiving services provided in or through a division office. Case files are used to monitor what type of services have been or need to be provided. Records document services provided, counseling, evaluations and other pertinent information provided by the caseworker.

Retain for 50 years, and then destroy records.

Effective 2016-02-01

These are investigations and findings of reported child abuse and neglect cases. Child protective service workers use this information to determine whether or not a child is the victim of abuse, neglect, or dependency. Information may include name, court actions, investigations, guardian information, psychiatric and psychological information, and victim information.

Retain for 100 years after case is closed, and then destroy records.

Effective 2016-04-01

These files document individual and family counseling records for clients receiving services from the Division of Child and Family Services. Counseling and services may be ordered by the courts. Information includes activity logs, personal and family counseling reports, payment documents, court records, progress reports, medical information, and psychological and psychiatric information. There may be child protective services information included in these records.

Retain for 10 years, and then destroy records.

Effective 1998-02-01