Enclosure (3) to COMDTINST 1754.12
b. Complete the Family Advocacy and Special Needs Transfer Summary sheets in their
entirety including the member's new duty station if known. FPA's will provide
summary sheets for special needs case levels 3, 4, and 5, DRC's for the levels I and 2;
c. Transfer all case records to the receiving FPA/DRC via G-WPW-2;
d. The losing FPA/DRC does not keep copies of the case record;
e. The losing FPA/DRC telephones the receiving FPADRC and advises of the situation;
f. The receiving FPA/DRC notifies the new command of the transfer; and case levels 3, 4,
and 5, DRC's for the levels I and 2;
g. G-WPW-2 will forward case record to the receiving FPA/DRC upon receipt from the
losing FPA.
23. Once a Family Advocacy case has been closed, the FPA sends the original to G-WPW-2. No
copies shall be retained at any location by any person.
24. G-WPW-2 will keep all closed Family Advocacy case records for 5 years from case closure or
last action. After 5 years the record will be destroyed, except for child abuse cases which will
be destroyed when the victim attains majority.
25. When a service member has separated from the service, the original Family Advocacy or
Special Needs case records shall be sent to G-WPW-2. No copies shall be retained at any
location by any person.
26. Special Needs cases shall remain open until child reaches 21 years of age, the special need has
been permanently resolved, or the member has separated from the service.
27. All Special Needs cases shall be kept by G-WPW-2 after closure. After a 3 year retention, the
record will be destroyed.
28. The order of documents in Family Advocacy and Special Needs cases shall be as follows:
a. Family Advocacy and Special Needs--On the left side of the case file, include the
following;
(1) Initial documentation and risk assessment (enclosure 1); and
(2) Ongoing dated and signed dictation in chronological order;
b. Family Advocacy--On the right side of the case file, include the following:
(1) Signed releases of information (most recent on top);
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