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Page URL: https://practice.orangatamariki.govt.nz/policy/case-recording/
Printed: 18/07/2024
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Last updated: 30/06/2023

Case recording

Case recording helps us uphold the mana and understand and tell the story of those we work with, including tamariki, rangatahi and their whānau or family. It also helps us understand our engagement with wider networks including hapū and iwi during a case.

About case recording

Kaimahi have professional, ethical and legal obligations to maintain full and accurate records. People whose information is recorded in case records have the right to ask for access to information about themselves.

CYRAS and CGIS are the online case recording systems used by Oranga Tamariki.

Social Workers Registration Board

Code of ethics | Aotearoa New Zealand Association of Social Workers (ANZASW)

Public Records Act 2005

When this policy applies

This policy applies to:

  • case recording for all tamariki and rangatahi we work with, and their family, whānau, hapū and iwi
  • case recording across all stages of our work, from intake to case closure
  • all kaimahi who record information on CYRAS and CGIS, including:
    • administrators
    • care and protection, youth justice and adoption social workers
    • caregiver social workers
    • care and protection and youth justice coordinators
    • contact centre staff
    • practice leaders
    • supervisors
    • residence staff
    • youth workers
    • other specialist staff (for example, psychologists).

The responsibility for recording additional information received for a tamaiti or rangatahi rests with the person who receives the information. If they are not the allocated social worker, they must ensure the additional information is brought to the attention of the allocated social worker or their supervisor.

Recording gender

We must be respectful when we record gender identity for tamariki, rangatahi and others. Gender identity is self-defined. It is a person’s internal, deeply felt sense of being male, female, gender queer, trans, non-binary, gender fluid or other.

We must record the gender someone identifies with in the person record. CYRAS and CGIS fields allow male, female, or gender diverse to be recorded. If appropriate, other notes about gender can be added to CYRAS and CGIS.

We must be open to change the gender recording if participants express a wish to be known differently.

Gender and sexual identity – Identity and culture Tuituia domain

Genograms

A genogram must be created for each tamaiti or rangatahi when a family group conference is required. It describes the composition of the whānau or family of all parents, and key relationships for up to 3 generations. The genogram must be recorded in CYRAS.

Other more detailed whakapapa information for tamariki and rangatahi Māori must not be recorded in CYRAS. It is sensitive information that belongs to whānau.

In CGIS, relationship maps are created automatically when relationships and roles are added to the caregiver and their household.

Whakapapa research

Information sharing and the principles of mana tamaiti, whakapapa and whanaungatanga

Kairaranga ā whānau

Staff resource: Creating genograms in CYRAS – myLearn

Recording information sharing

We must record in CYRAS and CGIS all information sharing activities relating to te tamaiti or rangatahi and their whānau or family.

Policy: Sharing information – recording information sharing

Guidance: Recording information sharing

Correction of information

Information stored by Oranga Tamariki must be accurate. When it comes to our attention that information stored is inaccurate, we must verify it and then correct it. Using unverified information, or not correcting incorrect information, breaches the privacy of the person it is about.

Staff resource: Operational support template for CYRAS correction requests

People can request that information about them in CYRAS and CGIS be corrected. If we decline or are unable to make a correction, we have an obligation under the Privacy Act 2020 to offer to attach a Statement of Correction to the record. This allows the complainant to present their view alongside our records.

Privacy Commissioner: What is a statement of correction?