(a) Legal Base.  The Child Abuse and Neglect Information System (information system) is a permanent, computerized record-keeping system maintained by Child Welfare (CW), pursuant to Section 7111 of Title 10 of the Oklahoma Statutes, that requires the maintenance of all reports of child abuse, sexual abuse, and neglect made pursuant to the provisions of the Oklahoma Child Abuse Reporting and Prevention Act.

(b) Purpose.  The purpose of the information system is to:

• (1) provide central storage of information pertaining to reports of child abuse and neglect in Oklahoma;
• (2) serve as a tracking system for reports of child abuse and neglect; and
• (3) provide raw data for statistical analysis of child abuse and neglect reports.

(c) Staff authorized to inquire and report.  Only authorized Oklahoma Department of Human Services (OKDHS) staff may inquire and report to the information system.  Authorized staff and functions are listed in (1) through (4)

• (1) CW staff, investigating or assessing reports of suspected child abuse and neglect, must inquire and make reports to the information system.  • 1
• (2) OKDHS foster and adoptive home staff must inquire into the information system to determine if any persons in the household, applying to become a foster or adoptive home, were involved in any child abuse or neglect situations investigated or assessed by OKDHS.
• (3) Reasons CW staff may inquire into the information system are:
  • (A) for internal administrative purposes;
  • (B) to respond to inquiries from persons who, as a part of their official duties, have responsibilities directly connected with child abuse laws, prosecution, or delivery of services, such as the district attorney, law enforcement, or another state's child protective services (CPS) agency; or  • 2
  • (C) to respond to an absent parent's inquiry about a child abuse investigation or assessment involving his or her child.  The inquiring parent must provide verification of his or her identity and that he or she is the child's parent.  Verification is in the form of a written, notarized statement or other proof, including the child's birth certificate, court order, or other such document.
    • (i) When there is a pending investigation or other current CW involvement with the parent's child, the parent is referred to the assigned CW worker and supervisor.
    • (ii) When the parent is aware that he or she was the subject of a previous investigation or assessment for which the parent did not receive notification of the investigative findings or assessment conclusions, the appropriate letter of findings or conclusions, per OAC 340:75-3-13(a), is sent to the parent.
    • (iii) The parent is advised that a court order is required to release any other confidential CW information except in the circumstances in OAC 340:75‑3‑12 (c)(3)(C)(i)(ii).
• (4) Oklahoma Child Care Services (OCCS) licensing staff may inquire into the information system to determine if any person who signs the application for family child care home license or the owner of a child care facility has had a previous report of child abuse, neglect, or both.  OCCS staff may inquire only when the applicant submits a signed:
  • (A) Form 07LC042E, Request for License – Family Child Care Home and Large Child Care Home; or
  • (B) Form 07LC041E, Child Care Staff Information.