Information retention – the Family Treatment Court record and case progress file

Family Treatment Court (FTC) records are securely maintained in paper and electronic formats, with restricted access, and are used to track participant progress, treatment engagement, and compliance, while sealed records may later be accessed only for research and evaluation.

1. The FTC Record is maintained by the Clerk’s Office in both a paper file and Mass Courts. The paper file will be secured separately from the CP paper file and may be accessed through the Clerk’s Office only by counsel participating in the FTC case. The Mass Courts electronic record will be in an FTC case type separate from but linked to the CP case. Court events will be scheduled and recorded. Filings and Court orders will be recorded and retained by the Clerk’s Office. The For The Record (FTR) digital audio recording of the FTC session will be accessible only to those attorneys who would be allowed to attend the FTC session.
2. The FTC Case Progress File is a paper file maintained by the FTC Coordinator in a secure location, separate from the FTC Record, and accessible only by the FTC Coordinator. Here, progress notes, communications, substance use screening information, Team Meeting Worksheets, notes, emails, copies of Court Orders, Participant reflections and personal statements will be held.
3. FTC Clinician Case Notes: the FTC Clinician will retain information in cumulative case notes which will be held, securely in accordance with AGENCY record retention policies.
4. Team Meeting Worksheets: the FTC Coordinator will generate a Worksheet for each Participant that will summarize the information gathered since the last Team Meeting. The Worksheet will be shared with Team members prior to the Team Meeting and collected at the end of the Team Meeting.
5. Orders Following Court Session: the Court will issue an order following each Court Session which will summarize the Participant’s engagement in treatment and substance use screens as well as recommendations for case plan modification, phase advancement, and changes in parenting time. All orders will be sent by email to the Participant and all counsel on the case.
6. Substance Use Screens: FTC Coordinator will monitor a Participant’s compliance with the order to participate in substance use screens for the duration of their participation in the FTC. The FTC Coordinator will record the Participant’s call-in record, attendance record, and record of substance use screen results. When a Participant’s engagement with the FTC 11 ends, the Probation Department will continue to monitor compliance with the order to participate in substance use screens, if it continues in the CP case.
7. REDCap: The Trial Court, in conjunction with University of Massachusetts Chan Medical School, has created the Center of Excellence for Specialty Courts. REDCap is the database used to collect and securely store both identified and non-identified data regarding specialty court participation, progress, and results. This information will be used by UMass Chan Medical School to assist the Trial Court in evaluating and improving the effectiveness of the FTC.
8. Records Retention: After the FTC case closes, the record will be restricted on Mass Courts and the paper file sealed. The paper file may be accessed only for program evaluation and research purposes.

Last updated:	January 1, 2024