The central database records the timing and types of progress notes entered, but not their length or quality. The number of cases per tester and the notes per case varied widely, as did the types of notes entered. The participants were working on a mix of cases, some open for long periods prior to the pilot test, some started and closed during the pilot, and others remaining open at the end of the test period. Therefore, the notes entered during the pilot test period applied to both new and older cases, ranging from as little as a day to over several weeks old. We used only those cases that had an actual investigation close date. Approximately 20 % of all cases (471 cases) started within 60 days of our pilot data collection date (10/24/07) and were not included in the analysis. Moreover, the data does not include the ultimate disposition of the case or any rating of the quality of outcomes obtained.

In addition, by law there are specific timeframes that must be followed. For example, the “clock starts” for two important processes when a call is made to the central registry. The date the call is made is recorded in CONNECTIONS and a caseworker has seven days from that point to do a safety assessment and 60 days to complete a full investigation. Progress notes are required to be entered contemporaneously, but the definition of contemporaneous is interpreted differently in each field office.