Perf-Based Stds, Juvenile Correctional Facilities, 5th Ed_DEC 2024

Part 7: Administration and Management

7F. - PERFORMANCE-BASED STANDARD: INFORMATION PRACTICES, RECORDS, AND DATA Information is managed efficiently and responsibly. EXPECTED PRACTICES Juvenile Case-Record Management 5-JCF-7F-01 (Ref 4-JCF-6F-01) Juvenile case-record management includes, at a minimum, the following: 1 Establishment, use, and content of case records 2 Signed and dated entries in the case record 3 Maintenance, secure placement, and preservation of records to minimize the possibility of theft, loss, or unauthorized destruction of records

4 Schedule for retiring or destroying inactive records 5 Safeguards from unauthorized and improper disclosure

6. Security, which ensures confidentiality for any part of the information sys tem that is computerized 7 A “release of information consent form” that complies with applicable federal and state regulations, a copy of which is maintained in the case record Employees, consultants, and contract personnel are informed in writing about the facility’s policies on confidentiality of information and agree in writing to abide by them Comment : An orderly and timely system for recording, maintaining, and using data about juveniles increases the efficiency and effectiveness of program and service delivery and the transfer of information to the courts and release authorities. The policy should cover the juveniles’ access to their files. A juvenile’s constitutional right to privacy can be violated if records are improperly disseminated. The facility should establish procedures to limit access to records to persons and public agen cies that have both a “need to know” and a “right to know” and can demonstrate that access to such information is necessary for criminal justice purposes. Written guidelines should regulate juvenile access to records. The written policies should specify what types of information are confidential between worker and juvenile, what types they may/or must be shared with other facility personnel, and what types can be communicated to persons outside the facility. Protocols : Written policy and procedure; case-record management process; confi dentiality notices. Process Indicators : Case-management records; annual review documentation; staff/volunteer/contractor confidentiality agreements.

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