Transfer of individual files of Child Safety clients which have been created by Non-Government Service Providers

The Department of Communities, Child Safety and Disability Services (the Department) aims to work in partnership with Non-Government Organisation Service Providers (NGOs) and Recognised Entities (REs) to keep children and young people's client records secure and accessible. The Department is strictly governed by legislation to ensure both Information Privacy and Right to Information for its clients are met. For these reasons it is a requirement that closed client files (relating to children referred to NGOs and REs by the Department) are transferred from Service Providers to the Department.

This document provides advice to NGOs and REs, on transferring paper based client files to the Department.

Records should only be sent to the Department under the provision that the client (children) files are:

• closed
• from an NGO or RE that has stopped providing services to a client (child) or family group of the Department
• from an NGO or RE that has stopped providing their services to the Department
• from an NGO or RE which will or has closed
• related to a departmental client who has reached the age of 18 years.

The Department will not accept any records that relate to:

• carer files, as these are not required to be sent to the Department.
• administrative files containing records that relate to general activities resulting from NGOs or REs undertaking normal business. These files include staff rosters or timesheets. Administrative files must be retained by NGOs and REs for their own records.
• administrative records that provide evidence (e.g. items purchased) as part of the service to the client, unless they are attached to the client file.

Access to Information for Service Providers & Clients:

• to request closed files that have been sent to the Department (Child Safety Services), Service providers may submit a request to Records and Information Management (recordkeeping_support@communities.qld.gov.au). The Department will provide copies to NGO or RE, provided that the files were transferred by that service provider.
• clients have the legal right to request records before and after they have been sent to the Department at any time. Service Providers must refer clients directly to the Department (Child Safety Services Right to Information Lodgement and Assessment Unit) Contact us, Right to Information, Child Safety Services for Right to Information requests.

In addition:

• all costs involved with transferring client files to Records and Information Management will be met by the Department.
• the Department will supply file covers and archive type boxes for the purpose of transferring files to Records and Information Management in a secure manner.
• all files transferred from NGOs and REs will be recorded in the Department’s recordkeeping database to ensure that files can be easily accessed and retrieved.all costs involved with transferring client files to Records and Information Management will be met by the Department.
• the Department will supply file covers and archive type boxes for the purpose of transferring files to Records and Information Management in a secure manner.
• all files transferred from NGOs and REs will be recorded in the Department’s recordkeeping database to ensure that files can be easily accessed and retrieved.