Department of Social and Health Services Records Retention Schedule
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        Version 2.3 (October 2021)
                                           
                                     This schedule applies to: Department of Social and Health Services  
                                     Scope of records retention schedule
                                     This records retention schedule authorizes the destruction/transfer of the public records of the Department of Social and Health Services relating to providing
                                     social services and resources to improve the health of individuals, families, and communities in the State of Washington. The schedule is to be used in
                                     conjunction with the State Government General Records Retention Schedule (SGGRRS), which authorizes the destruction/transfer of public records common to all
                                     state agencies.
                                     Disposition of public records
                                     Public records covered by records series within this records retention schedule (regardless of format) must be retained for the minimum retention period as
                                     specified in this schedule. Washington State Archives strongly recommends the disposition of public records at the end of their minimum retention period for the
                                     efficient and effective management of state resources.
                                     Public records designated as “Archival (Permanent Retention)” must not be destroyed. Records designated as “Archival (Appraisal Required)” must be appraised
                                     by the Washington State Archives before disposition. Public records must not be destroyed if they are subject to ongoing or reasonably anticipated litigation.
                                     Such public records must be managed in accordance with the agency’s policies and procedures for legal holds. Public records must not be destroyed if they are
                                     subject to an existing public records request in accordance with chapter 42.56 RCW. Such public records must be managed in accordance with the agency’s
                                     policies and procedures for public records requests.
                                     Revocation of previously issued records retention schedules
                                     All previously issued records retention schedules to the Department of Social and Health Services are revoked. The Department of Social and Health Services
                                     must ensure that the retention and disposition of public records is in accordance with current, approved records retention schedules.
                                     Authority
                                     This records retention schedule was approved by the State Records Committee in accordance with RCW 40.14.050 on October 6, 2021.
                                                                                           Signature on File                                                                                                                                                                   Signature on File                                                                                                                                                                    Signature on File                                                                                                                                                                    Signature on File
                                                    ___________________________________________________________________________________________________________________________________________________________                          ___________________________________________________________________________________________________________________________________________________________                          ___________________________________________________________________________________________________________________________________________________________                           ___________________________________________________________________________________________________________________________________________________________
                                                                                    For the State Auditor:                                                                                                                                                        For the Attorney General:                                                                                                                              For the Office of Financial Management:                                                                                                                                                                                          The State Archivist:
                                                                                                                  Al Rose                                                                                                                                                              Suzanne Becker                                                                                                                                                                           Gwen Stamey                                                                                                                                                                               Steve Excell
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                                                                                                  Department of Social and Health Services Records Retention Schedule
                                                                                                                                                        Version 2.3 (October 2021)
            
                                                                                 REVISION HISTORY
             Version          Date of Approval                                                              Extent of Revision
               1.0              June 6, 2012           Consolidation of all existing disposition authorities (with some minor revisions) relating to the functions and 
                                                       activities of the Department of Social and Health Services.
               1.1           September 5, 2012         Minor changes to Background Check Central Unit, Behavioral Health and Recovery, Children’s Administration, DSHS 
                                                       Institutions, and Operations Review and Consultation sections.
               1.2          September 18, 2013         Minor changes to administration and office names, movement of sections within chapters.
               1.3           December 4, 2013          Add confidentiality statement to description; discontinue three record series.
               1.4              June 4, 2014           Minor typographical changes; substantial changes to two Children’s Administration series.
               1.5            March 12, 2015           Title and description changes; changes to cut-off on BCCU series.
               1.6           September 2, 2015         Minor changes to the Residential Care Services, Juvenile Rehabilitation and Legacy sections.
               1.7             June 29, 2016           Significant revision to SCC advocacy records; minor changes to the Behavioral Health Administration and the 
                                                       Rehabilitation Administration.
               1.8           September 7, 2016         Minor revisions the Background Check Central Unit section and discontinued records series now covered by the 
                                                       updated State Government General Records Retention Schedule.
               1.9             March 1, 2017           Minor revisions to the Residential Care Services section.
              1.10           December 6, 2017          Minor office name change; two series revised and two series discontinued.
              1.11              June 6, 2018           Removal of Children’s Administration and Social Services Payment System sections and minor revisions to the All 
                           (effective July 1, 2018)    Offices, Background Check Central Unit and Behavioral Health Administration sections.
              1.12             August 1, 2018          Minor revisions to the Home and Community Services section.
              1.13            October 3, 2018          Minor revisions to the Residential Care Services section.
              1.14            February 6, 2019         Minor revisions to the Aging and Disability Services – Behavioral Health Administration; DSHS Institutions; and 
                                                       Legacy Records sections.
              1.15              April 3, 2019          Minor revisions to the Agency-Wide – Background Check Central Unit; Economic Services Administration – General; 
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                                                                                                  Department of Social and Health Services Records Retention Schedule
                                                                                                                                                        Version 2.3 (October 2021)
            
             Version          Date of Approval                                                              Extent of Revision
                                                       and Legacy Records sections.
               2.0              June 5, 2019           Removal of Juvenile Rehabilitation and Governor’s Juvenile Justice Advisory Committee sections and minor revisions
                           (effective July 1, 2019)    to the Developmental Disabilities Administration and DSHS Institutions sections.
               2.1              June 3, 2020           Two new series added to Home and Community Services and minor revision to Residential Care Services series.
                                                       Three series discontinued and one new series added; retention changes in Language Testing and Certification and 
               2.2              June 2, 2021           Western State Hospital sections; minor revisions to the Agency-Wide – Background Check Central Unit, Adult 
                                                       Protective Services, Office of Financial Recovery, Economic Services Administration, Language Testing and 
                                                       Certification and Western State Hospital sections.
               2.3            October 6, 2021          Added new series to Agency-Wide – All Offices section. 
                                   For assistance and advice in applying this records retention schedule,
                            please contact the Department of Social and Health Services’ Records Officer
                                                                   or Washington State Archives at:
                                                                  recordsmanagement@sos.wa.gov 
                                                                                                                                                                          Page 3 of 94
                                                                       TABLE OF CONTENTS
        1.      AGENCY-WIDE.............................................................................................................................................................................................6
                1.1    ALL OFFICES................................................................................................................................................................................................................... 6
                1.2    BACKGROUND CHECK CENTRAL UNIT (BCCU) – OFFICE 106........................................................................................................................................10
                1.3    OFFICE OF FRAUD AND ACCOUNTABILITY – OFFICE 126..............................................................................................................................................19
                1.4    HUMAN RESOURCES – OFFICE 140..............................................................................................................................................................................20
                1.5    LANGUAGE TESTING AND CERTIFICATION – OFFICE 201.............................................................................................................................................21
                1.6    RULES AND POLICY ASSISTANCE UNIT – OFFICE 351...................................................................................................................................................23
                1.7    OFFICE OF FINANCIAL RECOVERY – OFFICE 240..........................................................................................................................................................24
        2.      AGING AND DISABILITY SERVICES..............................................................................................................................................................25
                2.1    BEHAVIORAL HEALTH ADMINISTRATION – OFFICE 702................................................................................................................................................25
                2.2    DEVELOPMENTAL DISABILITIES ADMINISTRATION – OFFICE 710.................................................................................................................................28
                2.3    HOME AND COMMUNITY SERVICES – OFFICE 915......................................................................................................................................................33
                2.4    RESIDENTIAL CARE SERVICES – OFFICE 431.................................................................................................................................................................35
                2.5    ADULT PROTECTIVE SERVICES – OFFICE 906................................................................................................................................................................41
        3.      DSHS INSTITUTIONS..................................................................................................................................................................................42
                3.1    ALL INSTITUTIONS.......................................................................................................................................................................................................42
                3.2    WESTERN STATE HOSPITAL – OFFICE 763.....................................................................................................................................................................50
                3.3    CHILD STUDY AND TREATMENT CENTER – OFFICE 765................................................................................................................................................53
                3.4    SPECIAL COMMITMENT CENTER – OFFICE 769............................................................................................................................................................55
                3.5    RAINIER SCHOOL – OFFICE 814....................................................................................................................................................................................59
                3.6    STATE OPERATED LIVING ALTERNATIVE (SOLA) – OFFICE 819......................................................................................................................................61
        4.      ECONOMIC SERVICES ADMINISTRATION....................................................................................................................................................63
                4.1    GENERAL..................................................................................................................................................................................................................... 63
                4.2    DIVISION OF CHILD SUPPORT – OFFICE 260................................................................................................................................................................67
                4.3    DIVISION OF DISABILITY DETERMINATION SERVICES – OFFICE 510.............................................................................................................................68