DYS records requests

records header

Do you need to make a request for youth records? After reading the information provided below, please send your request to the Division of Youth Services Records Unit at cdhs_dys_records@state.co.us.

When a request for a record is received for any youth currently residing in, or having previously resided in a DYS placement, the information request is processed through the Division of Youth Services Records Unit.
There are six categories of information that can be requested for each youth. You may request one area, or all six. The release of each of the six types of information is regulated through a signed authorized release form. The form(s) must be completed in their entirety for each category of records you are requesting or the Records Unit Team will be unable to process the request.
The six categories of records are:
  1. Authorization for disclosure of confidential education records  | Spanish version
  2. Authorization for disclosure of Protected Health Information (PHI)-Mental Health  | Spanish version
  3. Authorization for disclosure of Protected Health Information-Medical  | Spanish version
  4. Authorization for disclosure of Protected Health Information-Psychotherapy Notes  | Spanish version
  5. Authorization for disclosure of Confidential Substance Abuse Treatment Records  | Spanish version
  6. Consent for the release of privileged and confidential information (general youth file information)  | Spanish version
Tips for completing a records request:
  • The "client name" on each form should always list the name of the youth whom you are requesting to receive records.
  • The youth and the legal guardian must sign the release form if the youth is under the age of 18.
  • The youth's complete address must be listed on the release form. This includes youth that are residing in a youth center.
  • Dates on the form are to be filled out as month/date/year.
  • On the substance abuse treatment record release form, the box confirming the youth received a copy of the records release form must be checked or the DYS Records Unit will be unable to process the request.
  • On the confidential education records disclosure form where it states, "the following education records may be disclosed (be specific)" please include the names of the specific education records you are requesting. Examples are student transcripts, IEP's, and test scores.
  • At age 21, rights transfer to the student (unless parents(s) retain guardianship). Therefore, if a youth is between the age of 18 - 21, and still receiving IEP services from a youth center, the Legal Guardian must sign the FERPA form authorizing the release of IEP specific records. However, students are able to access their school records at age 18.
  • Email the completed records request form(s) to cdhs_dys_records@state.co.us
Is there a charge to receive youth records?
Yes, on Wednesday, Dec. 12, 2018, the Division of Youth Services implemented a records request fee schedule. You can access the fee schedule by clicking here. If you would like to pay via credit card, click here.
What is the retention period for discharged youth records?
After a youth is discharged, all files are sent to the Digital Data Management System (DDMS) for storage. Information contained in each case file (medical, treatment, assessment, parole, etc.) is maintained by the Records Unit until the youth turns 28 years of age at which time the records are securely destroyed. Education information (such as transcripts and GEDs) is kept indefinitely.
Questions? Here is how you can reach the DYS Records Unit:
You can contact the Records Unit at 303-866-7368 or by email at cdhs_dys_records@state.co.us