1. (1) Record Keeping. The adult safe house must provide for the maintenance of records, including electronic storage media, regarding the administrative, fiscal, and programmatic operation of the adult safe house. Records must be current, complete, accurate, and maintained in such form as to permit Department evaluation. All records and files, including electronic storage media, must be kept for a minimum of seven years after termination of certification.

2. (2) The adult safe house must maintain an individual file for each resident admitted into the house. Individual records must be current and must include, at a minimum;

   1. (a) Demographic information including name, date of birth, and family composition;
   2. (b) Social history, strengths, needs of the individual, and services required;
   3. (c) Assessments and care plan;
   4. (d) Signed informed consent by the individual;
   5. (e) Summary of dates of contact and progress toward goals; and
   6. (f) Discharge summary and aftercare plan.
3. (3) The case files of HIV-infected residents shall not be segregated or flagged in any way that would permit their identification as case files of a HIV-infected resident, or in any way different from the files of non-HIV-infected residents.
4. (4) The file on each resident must be maintained in a secure place and must not be disclosed in whole or in part without the written consent of the resident.
5. (5) Access to any resident’s identifying information must be limited to staff members who have a legitimate interest in the case and need to know to carry out their job duties.

6. (6) The adult safe house must provide the Department with access to all files upon request to ensure compliance with the delivery of services provided to residents.

   1. (a) During the certification process, the adult safe house must maintain the confidentiality of residents using a unique identifier for each resident. The unique identifier must accompany the resident’s file instead of the resident’s name.
   2. (b) At any time, the Department receives a complaint that involves the resident’s safety, discrimination, retaliation, or service delivery, the resident’s file must be submitted with the resident’s name and identifying information.
7. (7) Destruction of Records. Adult safe houses shall ensure that all destruction of records is conducted in a manner that safeguards the interests of the residents and staff. In destroying records containing information that is confidential or exempt from disclosure, the adult safe house shall employ destruction methods that prevent unauthorized access to or use of the information and ensure that the information cannot be read, reconstructed, or recovered. Appropriate destruction methods for paper, electronic records, and non-paper media, i.e. audio tapes, video tapes, or photographic films; include burning and shredding records that are confidential or exempt from disclosure.

8. (8) Confidentiality.

   1. (a) Adult safe houses are confidential as provided in Section 787.06(10), F.S.
   2. (b) Information may not be disclosed to the public or on social media.
   3. (c) The adult safe house must ensure that employees and volunteers receive written information on the restrictions relating to the disclosure of information about residents and the location of adult safe houses.
   4. (d) The adult safe house shall protect the identity of residents when a showcase or tour of the facility is conducted and require the individuals touring and showcasing the safe house to sign a confidentiality agreement. Residents must be made aware of the upcoming tours and showcases.

Rulemaking Authority 402.881, 787.06(10) FS. Law Implemented 402.881 FS. History-New 7-16-25.