On this page
The Child Protection Subpoena Unit (we, us) processes subpoenas and witness summonses served on the department for child protection documents.
What to put in a subpoena schedule
Child Protection files can cover many years and have thousands of documents.
You must state the documents you want us to produce in the 'subpoena schedule'. When formulating the schedule, request only the documents you need to meet a legitimate legal purpose.
We may contact you if the timeframe for the number of documents you requested in your subpoena is too short.
We must review each page and protect sensitive information before giving anything to the court.
If you do not give us enough time to do this, we may advise the court that we will not or cannot meet the subpoena's requirements.
This is called an objection.
For more information about protecting sensitive information, see the Children, Youth and Families Act 2005.
Provide children's names
You must include the children's names and dates of birth for the records you want. We need this information to source the material you require. Please do not list adult (parent) names. Victorian child protection records are stored under children’s names only.
Ask for the most recent documents
Often, requesting documents about the most recent child protection involvement is sufficient. This will encompass summaries of past events and the most up-to-date information about the issues being contested in the court proceedings.
Ask for documents about a specific event
If you want documents about a specific event, request documents created during a specific timeframe. This will provide the court with the most relevant material.
Ask for specific types of documents
In courts other than the Children’s Court, the following documents will provide a comprehensive overview of protective concerns and the department's response:
- final intake and closure documents
- first visit case notes
- responsible for harm assessments
- transfer summaries
- best interest case plans
- case planning and meeting minutes
- court reports
- Section 38 consultations
- any external assessment reports that the department has commissioned.
We may contact you about your subpoena if the timeframe is too short for the number of documents you requested.
Serve a subpoena for child protection documents
To serve a subpoena for child protection documents, email childprotectionsubpoenaunit@dffh.vic.gov.au.
You must do this on the day the subpoena and accompanying documentation are filed in court.
Post the conduct money and the documentation to:
The Proper Officer
Child Protection Subpoena Unit
Department of Families, Fairness and Housing
GPO Box 4672
Melbourne VIC 3001
You cannot serve a subpoena by attending the office of the Department of Families, Fairness and Housing.
Contact the Child Protection Subpoena Unit
Phone: 1300 703 779
Email: childprotectionsubpoenaunit@dffh.vic.gov.au
Viewing subpoenaed material
The documents or material in a subpoena can only be released to the court.
To view subpoena material, you must apply to the court. Ask the court registrar or your legal representative how to do this.
Serving a subpoena for other records this department may hold
The Unit only produces child protection material.
If you are seeking other records, please contact the relevant business unit, as we will not be able to assist.
Disability Records
The Disability Reform and Complex Needs Branch within the Disability, Communities and Emergency Management Division (DCEM) is responsible for the management of subpoenas for documentation relating to disability services provided and/or funded by the department. This includes disability services which the department was responsible for prior to their transition to the National Disability Insurance Scheme.
Please contact drcn@dffh.vic.gov.au for disability subpoena matters.
Family Safety Victoria (FSV) Records, including The Orange Door
Please refer to Family Safety Victoria website for the subpoena instructions.
Housing Records
Please email queries to housingbusiness.operations@dffh.vic.gov.au.
Human Resources/Payroll/Personnel records
Please email queries to hrservices@dffh.vic.gov.au.
Health Records
Please contact the relevant hospital or medical provider in the first instance. The Department of Health may also be able to assist. These records are not held by Department of Families, Fairness and Housing.