Series Title (Agency Series #): Description, Retention (Legal Citation)
Budget Preparation Records (DD7-006): Records documenting the preparation of program budget requests presented to the division budget program. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records.
Retention: Retain 2 years. (MOAR 166-150-0110(8))
Correspondence, Ephemeral (DD7-007): Series documents communications received or sent which do not contain significant information about Children's Services programs, fiscal status, or routine agency operations. Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, memoranda, and other records of a preliminary or informational nature.
Retention: Retain until read. (MOAR 166-150-0005(8))
Correspondence, General (DD7-008): Series documents communications received or sent which do not contain significant information about an Children's Services programs. Records include letters sent and received, memoranda, notes, transmittals, acknowledgements, community affair notices, charity fund drive records, routine requests for information or publications, enclosures, and attachments.
Retention: Retain 1 year. (MOAR 166-150-0005(8))
Correspondence, Program (DD7-009): Correspondence, memoranda, and similar records which document and add significant information to the program or primary functional responsibility of the office. Includes letters sent and received, memoranda, notes, and other records related to specific programs or primary functions.
Retention: Retain 10 years. (MOAR 166-150-0005(8))
Developmental Disabilities Service Records (DD7-003c, DD7-003d): Series documents services provided to children from birth to age 16 with developmental disabilities. This program is the entry point for all developmentally disabled eligible children and determines the needs and appropriate programs for the client. Services include referral, indirect service, advocacy, and case management. Information in the case file may include but is not limited to applications for service, referrals, progress notes, medical records, individual education plans (IEP), individual foster service plans (IFSP), individual service plans (ISP), diagnostic and evaluation results, financial and legal records, housing records, and similar record.
Retention: (c) Records if case is closed, inactive, or if death date is unknown: retain 70 years; (d) Records if client's death date is known: 10 years after date of death. (MOAR 166-150-0055(3))
Early Intervention History Records (DD7-001): Documents the provision of early intervention services for children with disabilities. Includes requests for proposals, contracts, correspondence, client statistical reports, and self-assessment records relating to state monitoring of legal compliance.
Retention: 5 years. (2002-0006/008)
Eligibility Review Team Records (DD7-004): Records documenting meetings of the internal team that determines client and service eligibility for children seeking developmental disability services. Records may include minutes, notes, reports, and related items.
Retention: Retain 10 years. (MOAR 166-150-0005(16))
Family Support Records (DD7-002): Series documents the screening of applications for financial aid to support the families of clients in developmental disability programs. Series includes the application and other records including progress reports, financial information, family assessment, and treatment and support plans.
Retention: Retain 5 years. (MOAR 166-150-0055(4))
Provider Certification Records (DD7-005): Documents certification of foster home care and other providers who care for developmentally disabled clients in the provider's home. Annual certification is required. Records include application, investigation reports, certification, background checks, and supporting documentation. Most information is duplicated at SDSD, but the applications are not.
Retention: Retain 7 years. (2002-0006/012)