Sec. 07.02.07.18. The Record

A. Until expunged in accordance with Regulation .19 of this chapter, the local department shall maintain:

(1) Every report of suspected child abuse or neglect; and

(2) A case record of a CPS Response.

B. The case record shall include:

(1) Materials obtained in the CPS response, including but not limited to:

(a) The written report of suspected child abuse or neglect;

(b) Recordings of interviews conducted by the local department, child advocacy center or, in a joint investigation, by law enforcement during the CPS response; and

(c) Medical records, law enforcement reports and photographs, correspondence, consents, court orders, court reports, and all other documents obtained during the CPS response;

(2) Documentation of the local department's CPS response including:

(a) Notes of contacts and interviews, including handwritten notes;

(b) The names, addresses, and telephone numbers if available, of the parents, guardians, identified relatives, and other significant individuals related to the CPS response;

(c) A written narrative of the CPS response;

(d) Safety and risk assessments and other documentation of the safety of the alleged victim and of the other children in the household and the risk of future maltreatment;

(e) The need for ongoing services and linkage to services; and

(f) In an investigation:

(i) A closing letter to the victim’s parents or guardians documenting the reason for and the outcome of the investigation; and

(ii) A notice of a finding and the right to appeal to the alleged maltreator; and

(g) In an alternative response, a written report provided to the family members;

C. If a local department provides child welfare services other than child protective services after completion of a CPS response, the local department's files related to the child welfare services shall be kept with but not as a part of the CPS response record.