Texas Administrative Code
Title 40 - SOCIAL SERVICES AND ASSISTANCE
Part 19 - DEPARTMENT OF FAMILY AND PROTECTIVE SERVICES
Chapter 702 - GENERAL ADMINISTRATION
Subchapter B - AGENCY RECORDS AND INFORMATION
Section 702.203 - How does the Department of Family and Protective Services maintain confidential case records?

(a) The Department of Family and Protective Services (DFPS) maintains paper and electronic case records. Electronic case records are primarily maintained in DFPS's electronic case management system of records, called Information Management Protecting Adults and Children in Texas (IMPACT). Electronic records are also maintained in other systems as needed.

(b) As part of our case records, we may also maintain recordings made at child advocacy centers during the course of investigations if we are the owner of the recordings pursuant to Texas Family Code, § 264.408(d) or when the child advocacy center provides us a copy of the recordings for our case records.

(c) Physical files may be stored in the DFPS regional office handling the case while the case is active or open. When physical records are inactive or closed, they are transferred to DFPS's Records Management Group (RMG). DFPS's Records Management Officer determines the most appropriate way to retain them until their retention period is met. Physical records may be retained in their original format and stored at state facilities or with a third-party vendor or they may be converted to digital images for electronic filing.