Regulation .18 The Record.
Regulation .18 The Record.LinkCopy Citation
A.
Until expunged in accordance with Regulation .19 of this chapter, the local department shall maintain:
(1)
Every report of suspected child abuse or neglect; and
(2)
A case record of a CPS Response.
B.
The case record shall include:
(1)
Materials obtained in the CPS response, including but not limited to:
(a)
The written report of suspected child abuse or neglect;
(b)
Recordings of interviews conducted by the local department, child advocacy center or, in a joint investigation, by law enforcement during the CPS response; and
(c)
Medical records, law enforcement reports and photographs, correspondence, consents, court orders, court reports, and all other documents obtained during the CPS response;
(2)
Documentation of the local department's CPS response including:
(a)
Notes of contacts and interviews, including handwritten notes;
(b)
The names, addresses, and telephone numbers if available, of the parents, guardians, identified relatives, and other significant individuals related to the CPS response;
(c)
A written narrative of the CPS response;
(d)
Safety and risk assessments and other documentation of the safety of the alleged victim and of the other children in the household and the risk of future maltreatment;
(e)
The need for ongoing services and linkage to services; and
(f)
In an investigation:
(i)
A closing letter to the victim’s parents or guardians documenting the reason for and the outcome of the investigation; and
(ii)
A notice of a finding and the right to appeal to the alleged maltreator; and
(g)
In an alternative response, a written report provided to the family members;
C.
If a local department provides child welfare services other than child protective services after completion of a CPS response, the local department's files related to the child welfare services shall be kept with but not as a part of the CPS response record.