Documents
Resources
Learning Center
Upload
Plans & pricing Sign in
Sign Out

Records Operation Procedure

VIEWS: 0 PAGES: 4

									DISTRICT 7                                        STATE OF FLORIDA
Operating Procedure                               DEPARTMENT OF
NO. 70-8A                                         CHILDREN AND FAMILIES
                                                  ORLANDO, March 14, 2003


                                Management of Records

                      STORAGE AND RETRIEVAL OF RECORDS



1. PURPOSE

The purpose of this operation procedure is to provide a standardized approach to
storage of records for safe keeping and authorized requests for retrieval of records.
The records refer to client files and other files that have been sent to the District Closed
Files.


2. SCOPE

The District 7 Records Management Liaison Officer (DRMLO) is responsible for the
handling and storage of records in the District Closed Files. This operating procedure
defines the actions required to store and request records at Closed Files. Following the
guidelines will ensure accurate storage and retrieval accountability of records.


3. RESPONSIBILITIES FOR RECORDS STORAGE:

       a. Storage of Records:

              1) Ensure record is in record file folder. NO OPEN FILING (Loose
              Papers) WILL NOT BE ACCEPTED BY CLOSED FILES.

              2) Ensure all information is clearly marked on record file folder.

              3) Information includes the following:

                     a) Program (ADM, AS, DA, DD, ESS, FS, etc)

                     b) Sub-Program (BR, PI, etc)




                                             1
             c) ESS Labels Must Include the following:

                     ESS – Economic Self Sufficiency

- General (Includes Adult Track and Family Track)
      1. xxxxxxxxxx (Case Number – 10 Digits)
      2. Last, First (Client Name)
      3. yy (2 Digit Year on File Tab)


- BR – Benefit Recovery
       1. xxxxxxxxxx (Case Number – 10 Digits)
       2. Last, First (Client Name)
       3. yy (2 Digit Year on File Tab)

      Files are recognized by Green Sticker on Outside Front Cover


- Child-In-Care
       1. xxxxxxxxxx (Case Number – 10 Digits)
       2. Last, First (Client Name)
       3. yy (2 Digit Year on File Tab)

      Files are recognized by Blue Dot on Outside Front Cover


- Kid Care
       1. xxxxxxxxxx (Case Number – 10 Digits)
       2. Last, First (Client Name)
       3. yy (2 Digit Year on File Tab)

      Files are recognized by Red Dot on Outside Front Cover


- OSS – Optional State Supplementation
       1. xxxxxxxxx (Social Security Number)
       2. Last, First (Client Name)
       3. yy (2 Digit Year on File Tab)


- HCE – Home Care for the Elderly
      1. xxxxxxxxx (Social Security Number)
      2. Last, First (Client Name)
      3. yy (2 Digit Year on File Tab)




                                     2
       d) Family Safety Labels Must Include the following:

                                 Family Safety


- Adoption
      1. Last, First (Name of Child/Children)
      2. xx/xx/yy or “Not Listed” (Child/Children Date of Birth If Provided on File
                                  Tab, If Not Type “Not Listed”)


- Foster Care
       1. Last, First or “Not Listed” (Mother’s Name if Provided on File Tab)
       2. Last, First xx/xx/yy (Child/Children Names and Date of Birth)
       3. Last, First xx/xx/yy (Continue Listing All Children If Necessary)
       4. Last, First xx/xx/yy (Continue Listing All Children If Necessary)

       xx/xx/yy (Date of Closure will be date files are received at Closed Files)


- PI
       1. Year – Case Number (10 Digits Total)
       2. Last, First (Childs Name)

       xx/xx/yy (Date of Closure will be date files are received at Closed Files)


- PS
       1. Last, First (Mothers Name)
       2. Last First xx/xx/yy (Child/Children’s Names and Date of Birth)
       3. Last, First xx/xx/yy (Continue Listing All Children If Necessary)
       4. Last, First xx/xx/yy (Continue Listing All Children If Necessary)

       xx/xx/yy (Date of Closure will be date files are received at Closed Files)




                                        3
              4) Place the file in a secure envelope.

              5) Label the envelope “CLOSED FILES.”

              6) Send the file with the District Courier or District Personnel.


4. RESPONSIBILITIES FOR RECORDS RETRIEVAL:

       a. Individual requesting records retrieval:

              1) Submit a completed Records Retrieval Request, Form DCF07 1445
              Mar 03 to the DRMLO via email or FAX. (See Attachment 1) Phone
              requests will be taken for emergencies only.

              2) Do NOT contact any private provider (or company) directly. The
              DRMLO and the Record Specialists will contact any private provider after
              receiving the request.




OPR: D7 DISTRIBUTION:



BY DIRECTION OF THE DISTRICT ADMINISTRATOR:




DAVID DENNIS
District 7 Administrator



Attachment 1: Form D07CF 1443 Mar 03, Records Retrieval Request




                                             4

								
To top