In response to your question:
I am Records Manager for York/Poquoson Social Services. We do not microfilm
our case records. However, we have microfilmed our permanent Board Minutes
that date back to 1935. Case records that become permanent records are
Adoptions and, of course, these records are sent to the Commissioner of the
Dept. of Social Services in Richmond for permanent retention. Other cases
ie.Foster Care records, where the child was never reunited with his family
are retained permanently by the agency. However, we do not have that many,
and we have not microfilmed them. Records of Foster Children who were
returned to their family are kept for 10 yrs. after the age of majority,
then destroyed. Some Child Protective Service Cases (depending on the level
of the disposition of the case) are retained 18 years past the date of the
complaint. We have not microfilmed any of these records either. If an
agency were to film these cases that have time constraints, it would then be
necessary to have the cases purged from the film when the retention date is
reached which could be 18 yrs later.
Also, Mr. Harrington, I am assuming that only PERMANENT records are stored
on film at the Library, and that the agency would be responsible for records
with 18 year (or less) retention time?
Marilyn Willard
-----Original Message-----
From: Virginia Records Officer's Listserv
[mailto:[log in to unmask]]On Behalf Of Dick Harrington
Sent: Wednesday, August 22, 2001 8:43 AM
To: [log in to unmask]
Subject: Social Service offices doing backfile conversion
I received the following message and was placing it on this listserv for a
possible answer. I do not know of any Social Service office currently
doing backfile conversion. If you do, please respond directly to me and I
will pass on any information or to Susan Keller at her address below.
Thank you,
Dick Harrington
Dir. Imaging Services
Library of Virginia
QUESTION:
I have been assigned the task of inquiring if any local agency Department of
Social Services does imaging / microfilming of closed client case records.
So far, the agencies I have contacted do not. I was given your name and
e-mail address as someone who would know of a DSS agency that does imaging /
microfilming.
Thanks for your assistance.
Received From:
Susan Kellar
Data Entry Supervisor
Fairfax County Department of Family Services
12011 Government Center Parkway
6th Fl, Data Entry
Fairfax, VA 22035
Office: 703-324-7520
Fax: 703-222-9759
Pager: 703-213-9639
email: [log in to unmask]
http://www.co.fairfax.va.us/service/dfs/
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