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282 <h2>
282 Access to Birth Records and Adoption Case Records
282 </h2>
284 </div>
287 <div id="scope_box">
289 <h3>
289 AMENDMENT
289 </h3>
290 <p>
290 In April 2020, a link was added to Attending an IRM Panel: information sheets. See
290 <a href="#_3.2">
290 Section 3.2, Adoption Orders made on or after 30 December 2005
290 </a>
290 .
290 </p>
291 </div>
292 <div id="sections">
294 <h3 id="sections_list">
294 Contents
294 </h3>
295 <ol>
296 <li>
296 <a href="#_1_allcases">
296 All Cases - Provision of Counselling
296 </a>
296 </li>
297 <li>
297 <a href="#_2_birth">
297 Access to Birth Records
297 </a>
297 </li>
298 <li>
298 <a href="#_3_adoppers">
298 Access by Adopted Persons to Adoption Case Records
298 </a>
298 </li>
299 <li>
299 <a href="#_4_rels">
299 Access by Birth Relatives to Adoption Case Records
299 </a>
299 </li>
300 <li>
300 <a href="#_5_adopters">
300 Access by Adopters to Adoption Case Records
300 </a>
300 </li>
301 <li>
301 <a href="#_6_others">
301 Access by Others to Adoption Case Records
301 </a>
301 </li>
302 </ol>
303 <h3 id="_1_allcases">
303 1. All Cases - Provision of Counselling
303 </h3>
304 <p>
304 In all cases where an application or request is dealt with under this procedure, the allocated
social worker must provide written information about the availability of counselling to the
applicant and to the subject, including information about agencies that provide counselling in the
relevant area and any fees which may apply.
304 </p>
305 <p>
305 Where the applicant indicates a wish to receive counselling, the allocated social worker must
ensure that the person receives the counselling, which may be through another agency. Where
another agency is used, the allocated social worker should ensure that the counsellor will have
the necessary skills and experience.
305 </p>
306 <p>
306 Where a referral is made to another agency for counselling to be provided, the allocated social
worker should provide the agency carrying out the counselling with sufficient information about
the applicant and/or the subject to enable the counselling to be beneficial.
306 </p>
307 <h3 id="_2_birth">
307 2. Access to Birth Records
307 </h3>
308 <p>
308 Adopted people aged 18 or over can apply for access to and a copy of their birth certificate. The
procedure for dealing with any such application will differ depending on whether the Adoption
Order was made before or after 30 December 2005.
308 </p>
309 <h4>
309 2.1 Adoption Orders made before 30 December 2005
309 </h4>
310 <p>
310 When a caller enquires about access to birth records, the caller should be referred to the
Adoption Service. If it is established that the caller was adopted and that the Adoption Service
was involved in arranging the adoption or that the caller is a resident of the area, the enquiry
will be passed to the Adoption Service Manager. In other cases, the caller should be advised to
re-direct his or her enquiry to the appropriate agency.
310 </p>
311 <p>
311 Where an enquiry is accepted, counselling will be offered in accordance with
311 <a href="#_1_allcases">
311 Section 1, All Cases - Provision of Counselling
311 </a>
311 .
311 </p>
312 <p>
312 The Adoption Service will advise enquirers to write to the General Register Office (Adoption
Section), Postal Applications, Smedley Hydro, Trafalgar Road, Southport PR8 2HH, to ask for an
application form.
312 </p>
313 <p>
313 On receipt of the relevant papers containing the linking information from the General Register
Office, the Adoption Service Manager will allocate the case to an adoption social worker, who will
contact the adopted person to invite him or her to attend an office interview within 2 months.
313 </p>
314 <p>
314 At the interview, the adoption social worker will ask for photographic proof of the identity of
the adopted person to ensure confidentiality, for example a passport or driving licence and
evidence of his or her address, before providing any information.
314 </p>
315 <p>
315 The adoption social worker should share the information provided by the General Register Office
and complete the pro forma giving authority for the applicant to receive information from Court
records. The adoption social worker should also give the adopted person the application form to
obtain a copy of his or her birth certificate.
315 </p>
316 <p>
316 The adoption social worker should then complete the pro forma confirming the interview has taken
place, and return it to the General Register Office.
316 </p>
317 <p>
317 Where issues of concern have arisen at the counselling interview, for example in relation to the
adopted person's instability, the adoption social worker should alert the General Register Office.
317 </p>
318 <p>
318 The adopted person should be advised about the Adoption Contact Register, the right to seek access
to their Adoption Case Record (see
318 <a href="#_3_adoppers">
318 Section 3, Access by Adopted Persons to Adoption Case Records
318 </a>
318 ) and, for those who wish for help in tracing members of their birth family, the availability of
Intermediary Services - see
318 <a href="p_intermed_serv.html">
318 Intermediary Services Procedure
318 </a>
318 .
318 </p>
319 <p>
319 They should also be advised where appropriate about the right to register an absolute or qualified
Veto on their Adoption Case Record - see
319 <a href="p_intermed_serv.html">
319 Intermediary Services Procedure
319 </a>
319 .
319 </p>
320 <p>
320 The adoption social worker should continue to offer support and advice to the adopted person for
as long as he or she needs it and will also inform him or her of any other relevant agencies
offering support.
320 </p>
321 <h4>
321 2.2 Adoption Orders made on or after 30 December 2005
321 </h4>
322 <p>
322 When a caller enquires about access to birth records, the caller should be referred to the
Adoption Service.
322 </p>
323 <p>
323 If it is established that the caller was adopted and that the Adoption Service was involved in
arranging the adoption or that the caller is a resident of the area, the enquiry will be passed to
the Adoption Service Manager who will allocate the case. The allocated adoption social worker will
arrange for an initial interview to take place.
323 </p>
324 <p>
324 At the initial interview, the adoption social worker will ask for photographic proof of the
identity of the adopted person to ensure confidentiality, for example a passport or driving
licence and evidence of his or her address, before providing any information.
324 </p>
325 <p>
325 For those adopted persons who confirm their wish to obtain a copy of their original birth
certificate, they should be given the appropriate information to enable them to complete the
application form to obtain a copy of their birth certificate. Where the requisite information is
not held by the agency, the adoption social worker should seek the information from the General
Register Office on the adopted person's behalf.
325 </p>
326 <p>
326 Adopted persons should be advised of their right to have a copy of the Child's Permanence Report.
326 </p>
327 <p>
327 For those who wish to trace members of their birth family, they should be advised of the various
courses of action they can take - see
327 <a href="#_3_adoppers">
327 Section 3, Access by Adopted Persons to Adoption Case Records
327 </a>
327 .
327 </p>
328 <p>
328 The social worker should continue to offer support and advice to the adopted person for as long as
he or she needs it and will also inform him or her of any other relevant agencies offering
support.
328 </p>
329 <p>
329 If it is considered that the adopted person should not have access to the information, legal
advice should be obtained regarding a possible application to the High Court to prevent access.
329 </p>
330 <h3 id="_3_adoppers">
330 3. Access by Adopted Persons to Adoption Case Records
330 </h3>
331 <p>
331 See
331 <a href="p_adop_cas_recs.html">
331 Adoption Case Records Procedure
331 </a>
331 for the contents of the Adoption Case Record.
331 </p>
332 <h4>
332 3.1 Adoption Orders made before 30 December 2005
332 </h4>
333 <p>
333 The Adoption Service provides a service to adopted persons seeking access to their Adoption Case
Records where they are residents of the area or where the Adoption Service arranged their adoption
and/or holds the files relating to their adoption.
333 </p>
334 <p>
334 Any request by an adopted person for access to their Adoption Case Record must be in writing and
accompanied by a photocopy of identifying information, such as passport or driving licence.
Evidence of the adopted person's address will also be required. It will be directed to the
Adoption Service Manager who will allocate the request to an adoption social worker.
334 </p>
335 <p>
335 The adoption agency has discretion to disclose to the adopted person material from the Adoption
Case Record, and this discretion should be exercised in the context of the particular
circumstances of each request. The adoption social worker should discuss the case with the
Adoption Service Manager before arranging any access to the Adoption Case Record.
335 </p>
336 <p>
336 There should be a clear record on file of all information disclosed. Where copies of documents
have been provided, this should also be recorded.
336 </p>
337 <h4>
337 Third Party Information
337 </h4>
338 <p>
338 Careful consideration should be given to the disclosure of information held on third parties.
Specific consent from the third party is not required, but consideration needs to be given to the
nature of the information, the relevance and benefit to the adopted person of knowing the
information and the likely effect on him or her of receiving it.
338 </p>
339 <p>
339 There may be instances where the information held has been given by a third party (for example a
birth relative) with a clear understanding that it may be disclosed to the adopted person in the
future.
339 </p>
340 <p>
340 Conversely, there may be information held about a third party which is highly confidential and
would serve no purpose for the adopted person to know - for example information that a birth
mother had a number of terminations prior to the adopted person's birth.
340 </p>
341 <p>
341 All decisions should be based on professional judgment and the adoption social worker should
discuss the case with the Adoption Service Manager before making a decision.
341 </p>
342 <p>
342 All decisions should be recorded on the file.
342 </p>
343 <p>
343 Where there is information about siblings held on the record, again consideration needs to be
given to the benefit and relevance to the adopted person of knowing the information. Where, for
example, a sibling has been placed for adoption separately, and the disclosure of information
about the sibling may reveal confidential information about the sibling's new family, then extreme
caution must be exercised.
343 </p>
344 <p>
344 However, if the information relates to the past family history, will provide no identifying
information about the sibling's present whereabouts and the disclosure will enable the adopted
person to understand more about the family and the reason why the siblings were separated, then
disclosure is more likely to be appropriate.
344 </p>
345 <p>
345 The most difficult situations arise when the information relates to past family history, concerns
confidential information about a sibling or family member and would clarify for the adopted person
the reason why children were removed from their family of origin, or siblings were separated.
These situations should always be discussed with the Team Manager and the discussion and decision
to disclose or not to disclose information should be clearly recorded on the file together with
reasons for the decision.
345 </p>
346 <h4 id="_3.2">
346 3.2 Adoption Orders made on or after 30 December 2005
346 </h4>
347 <p>
347 Any person may apply to the appropriate adoption agency for the disclosure of protected
information about any person involved in adoption. Applications for the disclosure of protected
information may therefore be made by adopted people, birth relatives or any other person involved
in an adoption. The adoption agency has discretion not to agree to the requested disclosure. It
must record its decision and the reasons.
347 </p>
348 <p>
348 Protected information is defined as information which is about a person and contains identifying
information about that person.
348 </p>
349 <p>
349 The Adoption Service must consider the following matters before deciding whether to disclose
protected information to the applicant:
349 </p>
350 <ul>
351 <li>
351 The welfare of the adopted person;
351 </li>
352 <li>
352 The views of the person to whom the information relates and if this is a child, his or her
parents;
352 </li>
353 <li>
353 All the circumstances of the case.
353 </li>
354 </ul>
355 <p>
355 The Adoption Service cannot disclose identifying information about an adopted person to birth
relatives without the consent of the adopted person.
355 </p>
356 <p>
356 Where the request relates to an adopted child, the obtaining of consent will depend on the
child's age and understanding and the consent of the prospective adopters will also be required.
356 </p>
357 <p>
357 Persons involved in adoptions can provide their consent in advance to the disclosure of
identifying information about them at some point in the future.
357 </p>
358 <p>
358 Decisions made in relation to applications for disclosure of protected information must be
communicated in writing both to the applicant and the subject, and the reasons for the decision
must be outlined.
358 </p>
359 <p>
359 Where an application for disclosure of information relating to an adult is refused, this is a
Qualifying Determination and the applicant may apply to the Independent Review Mechanism in
relation to the decision.
359 </p>
360 <p>
360 Where an application for disclosure of information is agreed despite the objection of the subject,
this is also a Qualifying Determination and the subject of the information may apply to the
Independent Review Mechanism (see also:
360 <a href="https://www.gov.uk/government/publications/attending-an-irm-panel-information-sheets"
target="_blank" rel="noopener">
360 Attending an IRM panel: information sheets, (GOV.UK)
360 </a>
360 ).
360 </p>
361 <p>
361 The person requesting an Independent Review must apply within 40 working days of receiving
notification of the decision.
361 </p>
362 <p>
362 There is no similar right to an Independent Review where the application relates to information
held on a child and is refused.
362 </p>
363 <p>
363 Where a matter is referred to an Independent Review Panel, the Independent Review Panel will send
their recommendation to the Adoption Service. The Adoption Service is not obliged to follow the
recommendation, but must take it into account when reconsidering the application.
363 </p>
364 <p>
364 The Adoption Service must then notify the applicant, the subject and the Independent Review Panel
of the decision and reasons.
364 </p>
365 <h3 id="_4_rels">
365 4. Access by Birth Relatives to Adoption Case Records
365 </h3>
366 <h4>
366 4.1 Adoption Orders made before 30 December 2005
366 </h4>
367 <p>
367 Where a birth relative requests access to an Adoption Case Record, there is no entitlement on
their part to such access and it is for the Adoption Service to decide whether information
contained within the records may be disclosed. Any decision to disclose such information can only
be taken after discussion with and with the agreement of the Adoption Service Manager.
367 </p>
368 <p>
368 In all cases, a balance must be struck between the confidentiality of the information, the
enquirer's need to know, the relevance of the information to the enquirer and, when considering a
request by a birth parent or relative, whether the anonymity of the adoptive placement can be
preserved.
368 </p>
369 <p>
369 Information which would enable the birth relative to identify the adopted person should not be
given, for example whether or not there was a change of name on the adoption, or the name of the
adoptive family. However, sometimes the records include information received in the intervening
years such as news of progress made at school, health problems, achievements, requests for
post-adoption support. Careful consideration needs to be given as to whether it may be appropriate
to disclose any of this information to a birth relative.
369 </p>
370 <p>
370 Where the birth relative makes an enquiry in relation to an adopted child who is still under 18,
consideration should be given to approaching the adopters to request up-to-date information about
the child and/or to offer to pass on information about the birth family and/or to seek the views
of the adopters about any future exchange of information. Adopters may also be asked to clarify
whether the adopted child is to be told of the birth family's request although there should be no
implied expectation that they should do so against their wishes - and they should be given
information about independent support agencies which may be able to assist them.
370 </p>
371 <p>
371 The response to a birth relative should take into account any contact between the birth family and
the agency since the child was adopted and any arrangements/agreements for post-adoption contact
and how these have worked.
371 </p>
372 <h4>
372 4.2 Adoption Orders made on or after 30 December 2005
372 </h4>
373 <p>
373 See
373 <a href="#_3.2">
373 Section 3.2, Adoption Orders made on or after 30 December 2005
373 </a>
373 .
373 </p>
374 <h3 id="_5_adopters">
374 5. Access by Adopters to Adoption Case Records
374 </h3>
375 <h4>
375 5.1 Adoption Orders made before 30 December 2005
375 </h4>
376 <p>
376 In the case of requests for information by adopters, regard must be had to the requirements on the
part of the agency to share full information about the child and his or her history with
prospective adopters prior to the placement. If the disclosure of information would assist and
enhance their ability to care for the child in the placement, then the balance should weigh
heavily in favour of the disclosure of the information save for confidential details about a birth
parents' medical history, which would have no relevance to the adopters' in their care for the
child.
376 </p>
377 <h4>
377 5.2 Adoption Orders made on or after 30 December 2005
377 </h4>
378 <p>
378 See
378 <a href="#_3.2">
378 Section 3.2, Adoption Orders made on or after 30 December 2005
378 </a>
378 .
378 </p>
379 <h3 id="_6_others">
379 6. Access by Others to Adoption Case Records
379 </h3>
380 <p>
380 Any other request for access to Adoption Case Records must be referred to the Adoption Service
Manager. In some circumstances, the Adoption Service Manager may decide to seek the authority of
his or her line manager before giving consent, for example a request from a researcher authorised
by the Secretary of State.
380 </p>
381 <p>
381 In the case of members of staff within Children's Services who are involved in counselling
adoption adults or birth relatives, they will be asked on appointment to their post to sign an
agreement to maintain the confidentiality of all adoption information.
381 </p>
382 <p>
382 In all other cases, the person making the request will be asked to sign a form of declaration
relating to confidentiality before access can be agreed.
382 </p>
383 <p>
383 A report of all access requested and whether granted must be detailed on the file.
383 </p>
384 <p>
384 Access to information contained in Adoption Case Records is normally limited to:
384 </p>
385 <ul>
386 <li>
386 Social workers and other professional/administrative staff directly concerned with the case who
establish a genuine 'need to know' (discretionary);
386 </li>
387 <li>
387 Legal and Medical Advisers (discretionary);
387 </li>
388 <li>
388 Other adoption agencies or specialists taking part in the adoption (discretionary);
388 </li>
389 <li>
389 Adoption agencies or local authorities undertaking birth records counselling (discretionary);
389 </li>
390 <li>
390 The Secretary of State or persons authorised on his/her behalf (usually mandatory unless for
research purposes);
390 </li>
391 <li>
391 The Regulatory Authority (mandatory);
391 </li>
392 <li>
392 The Ombudsman (mandatory);
392 </li>
393 <li>
393 Any person undertaking a Statutory Inquiry under section 81 of the Children Act 1989
(mandatory);
393 </li>
394 <li>
394 CAFCASS Officers (mandatory);
394 </li>
395 <li>
395 The Court and officers of the Court (mandatory);
395 </li>
396 <li>
396 Any person appointed to deal with a complaint or representation in respect of which access to
the Adoption Case Record is required in order to carry out the responsibilities of his or her
appointment (mandatory);
396 </li>
397 <li>
397 An Independent Review Panel convened to consider a Qualifying Determination of an adoption
agency, e.g. where an adoptive applicant has exercised his or her right to challenge a decision
of the adoption agency as to their suitability to adopt or where a decision has been made in
relation to the disclosure of protected information (mandatory);
397 </li>
398 <li>
398 Any person undertaking a Serious Case Review in relation to a child (discretionary).
398 </li>
399 </ul>
400 <p>
400 Disclosure of information is also mandatory where a child is to be or has been placed for adoption
when the placing authority must notify the child, parents, prospective adopters and their GP, the
local authority, health trust and education authority for the area where the prospective adopters
live – see
400 <a href="p_place_adop.html">
400 Placement for Adoption Procedure
400 </a>
400 .
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