How should records be retained and disposed of after a child’s case closes?

• A. In accordance with state retention schedules, secure storage, and proper destruction to protect confidentiality.
• B. All records should be kept indefinitely in an unlocked filing cabinet.
• C. Records may be disposed of at the discretion of staff without policy.
• D. Destruction should occur immediately after the case closes without archival.

Answer: (A)

Records retention and disposal after a case closes must protect confidentiality while meeting legal and agency requirements. The best approach is to keep records for the official state retention period, store them securely so only authorized staff can access them, and destroy them in a way that preserves confidentiality when they’re no longer needed. This means following the approved retention schedules, using secure storage (like locked cabinets or protected electronic systems), and using proper destruction methods (such as shredding or secure deletion) so sensitive information isn’t exposed or recoverable.

Keeping records indefinitely in an unlocked filing cabinet would expose confidential information and fail to meet retention and security standards. Allowing staff to dispose of records according to no policy or at their discretion undermines accountability and violates established rules. Destruction right after a case closes without preserving any archival copy ignores required retention periods and potential needs for reference, audits, or future inquiries.