Rule 5180:3-1-23 | Case records for children services.
(A) What is to be included in the public children services agency's (PCSA) case records?
The PCSA is to maintain all information described in section 5153.17 of the Revised Code. "Case record" means the permanent documentation of the assessment/investigation and the provision of social services to families and children maintained as hard copy files, electronic files, or a combination of both.
(B) What are the PCSA's responsibilities regarding all case records?
(1) The PCSA is to document, maintain, and permanently keep case records.
(2) All case records are confidential. Any release or disclosure of these records is to comply with the provisions outlined in sections 2151.423 and 5153.17 of the Revised Code.
(C) Where does the PCSA keep this information?
(1) Information is to be kept primarily in the Ohio comprehensive child welfare information system (CCWIS).
(2) Information that cannot be recorded in Ohio CCWIS is to be maintained as hard copy files, electronic files, or a combination of both. The information is to be maintained in a consistent and organized manner so that information can be readily located. If the PCSA maintains information in a location other than Ohio CCWIS, it is to be stated in the PCSA policy or noted in Ohio CCWIS where the information can be found.
Last updated November 6, 2025 at 8:33 AM
Supplemental Information
Amplifies: 2151.421, 5103.03, 5153.16, 5153.17
Five Year Review Date: 11/6/2030
Prior Effective Dates: 1/1/1987, 1/1/1988, 1/1/1989, 1/1/1990, 5/1/1993, 6/1/1997, 10/1/1997 (Emer.), 12/30/1997, 3/18/1999 (Emer.), 6/17/1999, 4/1/2001, 2/1/2003, 3/1/2006, 10/1/2009, 11/1/2011, 7/1/2014