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Prevention and Protection Services (PPS) is responsible for archiving and storage of case files which are never to be destroyed. The Documentum application is the database of record for files never to be destroyed. PPS has two Documentum applications for archiving records: PPS Adoption Record Archive Imaging and Abuse and Neglect Archive Imaging (ABNG).
Records archived within Documentum may be used by PPS staff to support case decisions and provide relevant history in current situations.
A. The PPS Adoption Record Archive Imaging contains:
1. Adoptions finalized in Kansas
2. Guardianships and Custodianships finalized in Kansas, for youth who were in the custody of the Secretary at the time of finalization.
3. A deceased child’s records and all records of their siblings and family members.
4. Foster Care File
B. Abuse and Neglect Archive Imaging (ABNG)
1. All investigations accepted for investigation of alleged abuse and/or neglect are scanned by Business Technology Career Opportunity (BTCO) and archived in the ABNG Documentum application.
C. Archive Process:
1. Each region shall designate a Records or Archive Liaison to ensure records meeting requirements for archiving are prepared and shipped.
a. For Abuse and Neglect files, these are scanned by BTCO and archived in the ABNG Documentum application.
b. For Foster Care and Adoption Files, these are scanned by the DCF Records Center staff and archived in the PPS Adoption Record Archive Imaging Documentum application.
2. The DCF Regional Records or Archive Liaison ensures the following information, when included in the file, is sent for archival in Documentum:
a. Social histories;
b. SSI related documents
c. School Record
d. PPS 5340 Medical and Genetic Information for Child;
e. Medical, dental, and hospital records
f. Psychological reports and/or evaluations
g. Legal documents and reports to the court
h. Reports prepared by the Child Welfare Case Management Providers
i. Reports prepared by resource parents or facility staff
j. Case logs
k. Pictures, letters from family, keepsakes, (if not already provided to the child).
l. Case planning documents
m. Financial Records to include:
i. Title IV-E Eligibility;
ii. Subsidy records for Permanent Custodianship, Independent Living, Adoption Assistance, and SOUL Family Legal Permanency;
iii. any other financial document(s) pertinent to the child's historical record.
n. Initial Intake and Assessment Reports
o. Any additional records, reports, or documents pertinent to the child’s historical record.
p. Copies of Birth Certificate, and Social Security Card, Originals shall be provided to child upon release of custody.
3. The following actions shall be completed by Regional Records or/ Archive Liaison prior to sending the child’s file to the Records Center or BTCO for scanning:
a. DCF and Provider files for the child are merged;
b. Duplicate information within the merged file is removed and destroyed;
c. Electronically held information, or other information not already in the file, is added;
4. Case File and Box Preparation:
a. Preparation of Case File
i. Tape torn pages;
ii. Tape small pieces of paper to a standard 8 ½ X 11 sheet of paper;
iii. Copy onionskin and carbon documents to a standard 8 ½ X 11 sheet of paper;
iv. Place original birth certificate, social security card, pictures, letters, and keepsakes from family in separate envelope, with their name and date of birth on the envelope;
v. Complete a search in Documentum and update an existing record or create a new record;
vi. Print the PPS 0400 directly from Documentum;
vii. Place PPS 0400 in the front of the file; if there is more than one file folder for a child, place a PPS 0400 in each folder for the child with a number, i.e., 1 of 2, 2 of 5, etc.
b. Shipping Preparation:
i. Create a “New Box” in the Record Storage Application, which can be found at: http://intranapps.dcf.ks.gov/apps/recordstorage/Pages/default.aspx;
ii. Print the PPS 0415 after entering the contents;
iii. Place a copy of the PPS 0415 on top of the files in the box to be shipped;
iv. Region keeps a copy of the PPS 0415 for their records;
v. On the outside of the box write the box number assigned by the Record Storage Application;
vi. In Documentum, enter the box number on each case record the box contains;
vii. When ready to ship, update the Record Storage Application to “In Transit” DCF Records Center;
viii. Notify DCF Records Center staff to arrange for pick up or delivery. There is no limit to the number of boxes per delivery.
c. Record Center Information
i. “Storage File-Letter/Legal” boxes shall be used to ship case files to the Records Center. Qualified boxes may be ordered by emailing DCF.RecCtr@ks.gov
ii. Records Center Location: 555 S Kansas Ave, Basement, Topeka, KS 66603
5. Destruction of Printed Documents
a. Once the printed documentation has been scanned and archived:
i. BTCO shall submit to the DCF Operations Contract and Security Manager the Detail Print Report and the Summary Print report identifying all documents that were unable to be scanned legibly.
ii. The DCF Operations Contract and Security Manager shall review the reports submitted by BTCO to ensure compliance with agreed upon error parameters and shall make a recommendation whether to accept the reports and approve destruction of the printed documents or require BTCO to reprocess the records that failed to be scanned legibly.
iii. The recommendation shall be submitted to the DCF Director of Operations and General Counsel for PPS for review. DCF shall provide BTCO with a response within ten (10) business days from receipt of the Detail Print Report and the Summary Report.
iv.BTCO shall follow through with destruction of the printed documentation upon receipt of approval from DCF.
6. Audio/Video Files
a. BTCO shall scan images of cassette tapes, VHS tapes, flash drives, Compact Discs (CDs) and Digital Video Discs (DVDs) that are unable to be converted and accessible through Documentum.
b. The images shall be associated to the case file in Documentum.
c. BTCO shall box all such files and return to the DCF Regional Office of origin.