For contract and fiscal records, files become inactive at the end of the contract period. For treatment records, inactive status is attained on the date of last client discharge or file closure.

Agency shall ensure that all records are kept appropriately secured, per current WAC, for a period not less than seven years.

What are the requirements for children’s records?
(2) Any identifying and personal information about a child and the child’s family must be kept confidential as required by chapter 26.33 RCW. These records must be kept in a secure place inaccessible to clients, unauthorized staff and the public.
(3) During a child’s placement, the child’s record must be maintained and you must attempt to obtain the following information for the child’s record, as appropriate to your program:

• (a) The child’s name, birth date, and legal status;
• (b) Name and telephone number of the child’s DCYF worker for each child in care;
• (i) Information related to suspected child abuse and/or neglect referrals made to children’s administration, including the concern, date and person taking the report.
• (4) In addition, your records must contain the following information if available:
• (a) Names, address and telephone numbers of parents or persons to be contacted in case of emergency;
• (b) Information on specific cultural needs of the child;
• (c) Medical history including any medical problems, name of doctor, type of medical coverage and provider, date of any illnesses or accidents while placed in your agency’s care;
• (d) Mental health history and any current mental health, chemical dependency, and behavioral issues, including medical and psychological reports when available;

(WAC 388-147-1525)