Library: Policy
340:75-1-26. Child Welfare Services records
Revised 7-1-13
Pursuant to Section 1-6-108 of Title 10A of the Oklahoma Statutes, Oklahoma Department of Human Services (OKDHS) records regarding deprived children are maintained by OKDHS, until otherwise provided by law. • 1 A case record is established when:
(1) the client or client's representative requests service;
(2) service is requested on the client's behalf and the requested service is available through the Child Welfare Services program; or
(3) a report of child abuse or neglect is assessed or investigated.
INSTRUCTIONS TO STAFF 340:75-1-26
Revised 6-23-25
1. (a) Recording delivery of child welfare (CW) services. Delivery of CW services is recorded by:
(1) entry into the KIDS system;
(2) storing documents and digital images in the KIDS document management system (DMS); and
(3) maintaining a case file of all related case documents and information.
(b) Purpose of CW case record. The CW specialist uses the CW case record to document demographic information, decisions, and actions made with or on behalf of the child and family served by CW. All information is documented in the KIDS system. The case record is:
(1) a tool that assists the CW specialist develop a clear understanding of the client's situation and a basis for planning client services;
(2) evidence the client has been offered, requested, recommended or provided services and is receiving services through staff delivery, purchase of services, or referral;
(3) documentation of the services' goals;
(4) documentation that Oklahoma Human Services (OKDHS) responsibilities are fulfilled;
(5) evidence that the client's eligibility was satisfactorily determined or re-determined;
(6) a reference used by the CW specialist to review OKDHS CW client history, as needed;
(7) an aid in the supervision and evaluation of the CW specialist's work performance; and
(8) a source for social and economic studies and surveys performed by OKDHS to identify program planning needs.
(c) Title IV-E documents scanned into the KIDS DMS. Documents necessary to maximize Title IV-E funding are scanned into the KIDS DMS within 15-business days following the hearing, signing, or receipt of the document and include:
(1) each court order regardless of type or findings. The orders scanned into the KIDS DMS mirror the documents in the court file located at the court clerk's office or are copies of orders obtained from the court clerk's office.
Each court order is stored and labeled according to hearing type and date;
(2) the voluntary placement agreement (VPA). The VPA is stored and labeled indicating client and date; and
(3) the birth certificate. The birth certificate is stored and labeled according to guidelines.
(d) Paper case record. The majority of direct service CW case information is entered into the KIDS system. A paper case record is established to maintain case-related documents that are not found or stored in KIDS, are not generated by CW, or require signatures and dates when submitted to another entity such as the court or client.
(e) Case record security. Paper case records are filed in locked file cabinets.
(1) Special circumstances require additional security such as case restriction. A CW case is restricted in KIDS when:
(A) an OKDHS employee or employee's relative is involved in a case;
(B) the case is highly publicized; or
(C) the case involves a public figure.
(2) The CW supervisor determines when a case is restricted. Most CW cases do not require restriction. When the CW supervisor deems a case needs restricting, the CW supervisor clearly documents in the comments box under the restrict log of the KIDS case the reason the case requires restriction. When this case involves an OKDHS employee or employee's relative, the CW supervisor includes the name and position of the current OKDHS employee.
(f) Transfer of electronic and paper case records.
(1) Timeliness. Timely case transfer is necessary to ensure continuity of services to the child and family. CW supervisors coordinate to schedule a case transfer meeting with the receiving district to discuss areas of concern, coordinate, and communicate with each other to resolve issues to avoid delay of services, per OAC 340:75-1-29.
(2) Primary case transfer. The primary CW supervisor transfers primary case responsibility in KIDS no later than five-business days after:
(A) the county of jurisdiction changes;
(B) a youth attains the age of majority, is in voluntary placement in a district other than the county of jurisdiction, and no other child is provided services in the case; or
(C) a family receives family-centered services or Interstate Compact on the Placement of Children (ICPC) case services from another state and the family moves.
(3) Case content. Cases scheduled for transfer are updated with current information including, but not limited to:
(A) the child's custody status and any upcoming hearing dates;
(B) client information, such as address, phone number, employment, and placement;
(C) data regarding family time with parents, relatives, siblings, and other family members;
(D) scheduled or canceled visits;
(E) recent contacts with clients and collaterals; and
(F) services scheduled, offered, or provided to the child, family member, and caregiver with type of service, date of service, and service provider's name.
(4) Closed case transfer. The district requesting a closed CW paper case record follows protocol for a records request established by OKDHS Support Services.
(g) Documentation of race and Hispanic or Latino origin.
(1) The Adoption and Foster Care Analysis and Reporting System (AFCARS) is a federal data collection effort that provides child-specific information regarding children covered by Title IV-B and Title IV-E of the Social Security Act. The collection of uniform data on race and Hispanic or Latino origin is an important piece of AFCARS documentation in the case record.
(2) Race and ethnicity information is based on a client's perception of himself or herself, or in the case of young children, how the person responsible for the child identifies the child. The CW specialist asks each adult and child, when age appropriate, to identify all applicable racial categories to which the adult or child belongs. Additionally, the CW specialist asks if the adult or child is of Hispanic or Latino origin. U.S. Census Bureau standards indicate the child of Hispanic origin may be of any race. Self-identification or self-reporting is the preferred method of gathering information on race and Hispanic or Latino origin.
(A) American Indian or Alaskan native persons have origins in any of the original peoples of North or South America, including Central America, and maintain tribal affiliation or community attachment.
(B) Asian persons have origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, Philippine Islands, Thailand, and Vietnam.
(C) Black or African American persons have origins in any of the original peoples of Africa.
(D) Native Hawaiian or Other Pacific Islander persons have origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
(E) White persons have origins in any of the original peoples of Europe, the Middle East, or North Africa.
(F) Unknown is a valid choice for race or Hispanic or Latino origin if the child or parent or legal guardian does not know, or is unable to communicate, race or Hispanic or Latino origin or at least one race or Hispanic or Latino origin is not known.
(G) Decline is a valid choice for race or Hispanic or Latino origin when the adult or, when age appropriate, the child refuses to identify his or her race or Hispanic or Latino origin; or the parent, relative, or guardian refuses to identify the child's race or Hispanic or Latino origin.
(H) Abandoned may be indicated for the child if the child was left alone or with others and the identity of the parent(s) or legal guardian(s) is unknown and cannot be ascertained. This includes a child left at a "safe haven."
(h) Document and photograph storage. All documents and digital images are stored in the KIDS DMS.
(1) Storing digital images and photographs. The CW specialist stores all photographs as taken. Due to legal issues, no enhancements, such as color, brightness and contrast, or editing of photographs are permitted.
(2) Digital images taken during investigations. For photographs related to investigations, refer to OAC 340:75-3-200 ITS.
(i) Case closure.
(1) Services to clients may terminate contrary to the CW specialist's recommendation by client decision, by court order, or per the individualized service plan. When the CW specialist determines other services are needed, the CW specialist makes diligent efforts to refer the client to another agency or resource and documents the concerns and efforts.
(2) A CW case is closed in KIDS when there are no outstanding actions associated with the case, each client in the case has a DHS client number, and there are no open lines of service. The CW specialist enters the date and reason for closing the case and a closing summary describing the services provided to the child and family. Reasons for closing the CW case include, but are not limited to:
(A) mutually agreed-upon goals are completed;
(B) the protective capacities of the person responsible for the child are adequate and the child is safe;
(C) services needed are outside CW's scope; or
(D) the court case is dismissed or closed.
(j) Paper case record storage and retrieval.
(1) Closed paper case records are sent to OKDHS Records Management Section for central storage.
(2) Case records are sent for storage or retrieval per instructions on the OKDHS Support Services records website. Prior to sending the file for storage, the CW specialist and CW supervisor:
(A) reduce the paper file to include only those items not located in the KIDS DMS; and
(B) when the case was restricted at the time of case closure, determine if the case needs to remain restricted after closure.
