The Kentucky Department of Library and Archives (KDLA) regulates the archiving of state records. All Department for Community Based Services (DCBS/department) case file information is archived according to the retention schedule created by the Division of Administration and Financial Management’s (DAFM’s) Records Management Section. Closed request case files are maintained in the local or regional offices for a three (3) year period prior to archiving. DCBS case files are archived on a regular basis to ensure compliance with KRS 625.045 and KRS 625.108, as well as provide appropriate and adequate storage space.
Agency cases that do not result in a finalized adoption are maintained in the local office for three (3) years following closure. After three (3) years, the files are sent to the Records Management Section to be archived.
Provide cases (homes approved for foster care and adoption) are maintained in the local office for five (5) years after closure. After five (5) years, the case is destroyed per the retention schedule (06152).
Subsidy files are maintained in the local office for three (3) years following the termination of the subsidy, then transferred to the Records Management Section to be held for three (3) years. After three (3) years within the Records Management Section they are destroyed per the retention schedule (06164).
Request case files are held in the local office for three (3) years. After three (3) years, they are transferred to the Records Management Section to be archived.