Case recordkeeping requirements
Compiled text through Sep 15, 2021
Register checked through Jul 29, 2026
Later Register activity found — review the notice before relying on the compiled text.
Dates and status
- Compiling agency
- Executive Department
- Text status
- Westlaw Inline Boundary Correction
- Compiled text through
- Sep 15, 2021
- Register checked through
- July 29, 2026/Vol. XLVIII, Issue 30 (2026-07-29)
- Activity status
- Later Register activity found — review the notice before relying on the compiled text.
- Latest notice
- CJS-47-22-00002-A · Adopted rule · Mar 29, 2023
- Source snapshot
- Jun 6, 2026
(a)All preliminary procedure case records shall be kept in either paper or electronic format, or a combination of both.
(b)Pre-diversion services: where pre-diversion services are provided in lieu of initiating preliminary procedure, it is not necessary to open an individual case file. However, at minimum a record of the following information shall be maintained:
(1)youth name and date of birth;
(2)date(s) of receipt of the complaint(s);
(3)description of the pre-diversion services either referred to or directly provided, and any information regarding outcome(s).
(c)Preliminary procedure: where preliminary procedure was commenced, probation case records shall include the following, where applicable:
(1)documents:
(i)copy of the complaint;
(ii)copy of letter to complainant advising of the initiation of diversion services;
(iii)all assessment and reassessments;
(iv)the initial case plan, and case plan updates that flow from the reassessments;
(v)a brief closing summary of progress toward achieving case plan goals;
(vi)copy of written notices to the complainant regarding the case closing and whether the complaint has been successfully resolved;
(vii)documentation of notification to the parent(s) or other person(s) legally responsible for his/her care of the potential respondent regarding: the case closing; whether the complaint has been successfully resolved; and if there is any bar to petition by the parent(s) or other person(s) legally responsible for his/her care; and
(viii)copy of the petition report in all cases where a petition is filed with the court.
(2)other required case record information:
(i)date(s) of receipt of the complaint(s);
(ii)date(s) of conference(s) with the youth, parent(s) or other person(s) legally responsible for his/her care and complainant;
(iii)documentation that the youth and parent(s) or other person(s) legally responsible for his/her care were advised of their rights related to the diversion process;
(iv)parent or other person(s) legally responsible for his/her care and youth acknowledgment of participation in diversion services;
(v)summary of the reasons for any delay in developing an initial case plan;
(vi)date(s) of any referral(s) for specialized assessment and treatment (i.e., educational, mental health, substance abuse, sexual victimization, or sexualized acting out behaviors);
(vii)documentation of services provided in accordance with the assessment and reassessment;
(viii)dates and types of contacts and any significant information, events, or actions taken; and/or
(ix)date of case closing.