Table of Contents
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Section 1000: Introduction and Overview
1000 Introduction and Overview
1110 Records Management Officer
1200 Definition of a DFPS Record
1221 Contents of a Physical File
1300 Standards for DFPS Records
1310 Imaging Standards (Electronic Files)
1311 Quality Assurance for Electronic Files
1312 Quality Control for Electronic Files
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Section 2000: Safekeeping of DFPS Records
2000 Safekeeping of DFPS Records
2321 Conversion of Outdated Storage Media
2400 Submitting Inactive Records to RMG
2500 Special Instructions for Handling Certain Information
2510 Instant Messages, Text Messages, and Voice Mails
2511 Documentation of Instant Messages, Text Messages, and Voice Mails
2530 Handling Drug or Alcohol Abuse Treatment Records
2540 Handling Criminal History Record Information
2541 Contents and Source of CHRI
2542 Procedures for Handling CHRI
2600 Special Instructions for Handling Certain Records
2611 Handling Electronic Case Files
2612 Handling Physical Case Files
2612.1 Organizing a Physical Case File
2612.2 Submitting a Physical Case File to RMG
2620 Handling a Personnel File
2621.1 Organization and Storage of Master Personnel File for Active and Separated Employees
2622.1 Organization and Storage of CAPPS Database for Active and Separated Employees
2623.1 Medical and Dental Information
2623.2 Organization and Storage of Local Personnel Files for Active Employees
2623.21 Electronic Personnel Files
2623.22 Physical Personnel Files
2623.3 Organization and Storage of Local Personnel Files for Transferring or Separating Employees
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Section 3000: Disclosure of DFPS Records
3000 Disclosure of DFPS Records
3100 Litigation and Criminal Justice
3112 Grand Jury and Post-Indictment
3121 Domestic Relations Office Court Order
3140 Requests from Criminal Justice Agencies, County Attorneys, and District Attorneys
3150 Requests from Juvenile Service Providers, including Juvenile Justice Agencies
3200 Request for Records for the Purpose of Adoption
3210 Health, Social, Educational, and Genetic History (HSEGH)
3300 Requests to Review a DFPS Case Record
3310 Appeals of DFPS Dispositions
3312 Employee Misconduct Registry (EMR) Administrative Hearing
3313 State Office of Administrative Hearings (SOAH)
3320 Request from Disability Rights Texas
3330 Requests from Out-Of-State Protective Agencies
3340 Requests from DFPS Caseworkers
3350 Requests from the Office of Consumer Affairs
3360 Requests from the Office of Inspector General
3370 Requests from School Officials
3371 Dissemination of Redacted APS School Investigative Case Records
3372 Dissemination of Redacted CPS School Investigative Case Records
3380 Requests from Guardianship Abuse, Fraud, and Exploitation Deterrence Program (GAFEDP)
3400 Requests from the General Public
3410 Requests from an Individual Personally Involved in a DFPS Case
3411 Requests from a Former Foster Youth
3420 Requests for Public Information (DFPS Open Records)
3421 Attorney General Opinions about Requests for Public Information (DFPS Open Records)
3422 Receiving and Responding to Requests for Public Information (DFPS Open Records)
3423 Responsibility of DFPS Employee to Provide Information Requested (DFPS Open Records)
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Section 4000: Records Retention and Disposal
4000 Records Retention and Disposal
4100 Authority to Destroy Records
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Section 5000: Management of Forms and Publications
5000 Management of Forms and Publications
5130 Required Elements of a Certified Form
5140 Storage of Certified Forms
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Section 6000: Adoption Registry
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Section 7000: Internal Operations