Library: Policy

340:25-5-55. Case records

Revised 9-15-16

(a) Oklahoma Department of Human Services Child Support Services (CSS) establishes, maintains, and closes case records per:

(1) Sections 652, 653, 654a, and 666 of Title 42 of the United States Code; and

(2) Sections 302.15, 303.2, 303.11, and 307.11 of Title 45 of the Code of Federal Regulations.

(b) CSS maintains information in case records through a combined use of the statewide automated data processing and information retrieval system and paper documents.  The information in case records includes, but is not limited to:

(1) names and addresses of custodial persons (CP), biological parents (BP), alleged fathers, noncustodial parents (NCP), and children;

(2) names and addresses of employers of CPs, BPs, alleged fathers, and NCPs;

(3) Social Security numbers of CPs, BPs, alleged fathers, NCPs, and children;

(4) paternity records and related information;

(5) records of all legal and collection actions on cases;

(6) records of all accruals, payments, and distribution of payments;

(7) location, asset, employment, insurance, and financial information for CPs, BPs, and NCPs; and

(8) case log, correspondence, personal notes, work products, records of contacts, communications, and other actions and information concerning the case.

(c) When a case participant requests a name change, CSS staff updates an existing, open CSS case record when the participant submits Form 03GN543E, Name Change Request, with documentation of the participant's new legal name.  • 1 & 2

INSTRUCTIONS TO STAFF 340:25-5-55

Issued 9-15-16

1. Oklahoma Department of Human Services Child Support Services (CSS) staff opens a case with the name provided in the application or referral and documents any changes on the Oklahoma Support Information System (OSIS) Case Log. When necessary, CSS staff requests information to confirm the legal name.

2. Form 03GN543E, Name Change Request, is not required to change a name in a case record when a:

(1) former Title IV-D case participant is reopening a case by application; or

(2) non-Title IV-D case participant is submitting a Summary of Support Order to the Central Case Registry.