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136 <h1>
136 Adoption Case Records
136 </h1>
141 <div class="well">
142 <p class="bold">
142 RELEVANT CHAPTER
142 </p>
143 See
143 <a href="p_acc_adop_recs.html">
143 Access to Birth Records and Adoption Case Records Procedure
143 </a>
143 .
143 </div>
150 <div class="section">
150 <h2 id="one_open">
150 1. Opening an Adoption Case Record
150 </h2>
151 <h3>
151 1.1 Children
151 </h3>
152 <p>
152 An Adoption Case Record for a child should be opened as soon as there is an adoption plan
for the child i.e. once adoption has been identified as the permanence plan for the child at
their Case Review or, where a child has been relinquished for adoption, as soon as the
parent's request for adoption has been made. The Adoption Case Record is separate from the
child's existing electronic social care case record/file.
152 </p>
153 <p>
153 The child's electronic social care case record should indicate that a separate Adoption Case
Record exists but must not include information in relation to the new identity or address of
the child or any information whereby the child's pre and post-adoption identity could be
linked. Such information should only be contained on the Adoption Case Record. This
principle applies to information kept in whatever form - electronic, hard copy or microfilm.
153 </p>
154 <p>
154 Where the plan relates to a group of siblings, there must be a separate Adoption Case Record
for each child.
154 </p>
155 <h3>
155 1.2 Applicants to Adopt
155 </h3>
156 <p>
156 An Adoption Case Record should also be opened for every prospective adopter as soon as a
formal application has been received. In the case of a couple, a joint case record can be
set up for them both. This also applies to foster carers wishing to be considered as
adopters.
156 </p>
157 </div>
158 <div class="section1">
158 </div>
164 <div class="section">
164 <h2 id="_2contents">
164 2. Contents
164 </h2>
165 <h3>
165 2.1 Children
165 </h3>
166 <p>
166 The child's Adoption Case Record should contain the following information and documents:
166 </p>
167 <ol>
168 <li>
168 The child's original birth certificate and birth details (time, weight, type of delivery
etc);
168 </li>
169 <li>
169 Description and details (including family tree/genogram) of the birth family and household
set out in an Assessment or other relevant document;
169 </li>
170 <li>
170 Photographs, certificates, other significant personal mementos and Life Story Book;
170 </li>
171 <li>
171 Completed Neo-natal and obstetric reports;
171 </li>
172 <li>
172 CoramBAAF Form A (completed by birth parents);
172 </li>
173 <li>
173 CoramBAAF Development Assessment Forms or equivalent;
173 </li>
174 <li>
174 The Child's Permanence Report;
174 </li>
175 <li>
175 The Prospective Adopter's Report and Adoption Placement Report;
175 </li>
176 <li>
176 The Adoption Support Plan;
176 </li>
177 <li>
177 The child's profile, Matching Meeting minutes and any other documents prepared and
presented for the matching decision;
177 </li>
178 <li>
178 Record of social work with child about adoption, including recording of direct work. This
should include the date of every contact, whether the child was seen, issues discussed,
child's views, analysis and evaluation of the content of the report. This will provide a
record to inform current actions and a record for the young person in later years;
178 </li>
179 <li>
179 Details of siblings, together with any assessments and decisions to place brothers and
sisters separately, including minutes of relevant meetings;
179 </li>
180 <li>
180 All relevant minutes and the
180 <a href="pr_desg_man.html#agency_adopt">
180 Agency Decision Maker (Adoption)
180 </a>
180 decisions in relation to the child's adoption plan and placement, including records of
discussions held by the Agency Decision Maker. Copies of all notifications of agency
decisions will be sent to birth parents and adopters;
180 </li>
181 <li>
181 Case Review minutes and the child's Care Plan from the point when adoption was identified
as the plan for permanence;
181 </li>
182 <li>
182 Assessments, correspondence and signed agreements relating to post-adoption contact;
182 </li>
183 <li>
183 Any other key correspondence to and from members of the child's birth family;
183 </li>
184 <li>
184 Minutes from Placement Planning Meetings;
184 </li>
185 <li>
185 Itemised list and copies of information supplied to child;
185 </li>
186 <li>
186 Itemised list and copies of information supplied to adopters;
186 </li>
187 <li>
187 Later Life letter/information from the birth parents to the child;
187 </li>
188 <li>
188 Later Life letter from the social worker outlining the circumstances of the adoption plan;
188 </li>
189 <li>
189 The Adoption Placement Plan and any amendments;
189 </li>
190 <li>
190 Reports of visits to the child post-placement and records of any Adoption Review meetings.
As previously stated, this should provide sufficient detail to inform current actions but
also enable the young person in future years to make sense of their history;
190 </li>
191 <li>
191 Court reports and other documents prepared for Placement Order applications (if
applicable) and the adoption application;
191 </li>
192 <li>
192 Copies of Care Orders (including Interim Care Orders);
192 </li>
193 <li>
193 Copy of any Parental Consent to Adoptive Placement and Parental Consent to the adoption
and/or a copy of the Placement Order;
193 </li>
194 <li>
194 Copy of Adoption Order;
194 </li>
195 <li>
195 Any recording relating to requests for access to birth records by the adopted person or
access to the Adoption Case Record by any person;
195 </li>
196 <li>
196 Any Veto - absolute or qualified - registered by the adopted person;
196 </li>
197 <li>
197 Minutes of any Disruption Meetings.
197 </li>
198 </ol>
199 <p>
199 It is essential that all case records reflect the supervisory process and comprehensive
management overview.
199 </p>
200 <h3>
200 2.2 Applicants to Adopt
200 </h3>
201 <ol>
202 <li>
202 The prospective adopter's Adoption Case Record should contain all the information obtained
about them in relation to their application for approval, including the Prospective
Adopter's Report, photographs etc.
202 </li>
203 <li>
203 All relevant checks;
203 </li>
204 <li>
204 References;
204 </li>
205 <li>
205 All relevant Panel minutes and the Agency Decision-Maker's decisions in relation to the
suitability of the adopters and the placement of the child with them;
205 </li>
206 <li>
206 Assessments, correspondence and signed agreements relating to post-adoption contact;
206 </li>
207 <li>
207 The Adoption Placement Plan;
207 </li>
208 <li>
208 Itemised list and copies of information supplied to adopters;
208 </li>
209 <li>
209 Any other key correspondence;
209 </li>
210 <li>
210 Reports of visits to the adopters.
210 </li>
211 </ol>
212 <p>
212 Note: Where the Adoption Service places a child with an adopter or adopters approved by
another adoption agency, an Adoption Case Record for the prospective adopters must still be
set up and maintained in the Adoption Service.
212 </p>
213 </div>
214 <div class="section1">
214 </div>
220 <div class="section">
221 <h2 id="security">
221 3. Security, Retention and Sharing of Records
221 </h2>
222 <p>
222 Adoption Case Records must be stored in secure conditions. Paper records should be kept in
locked cabinets. Electronic records should be password protected.
222 </p>
223 <p>
223 In cases where an Adoption Order is made, children's Adoption Case Records will be retained
for a minimum of 100 years after the Adoption Order is made. The Adoption Service Manager
will first ensure that the Adoption Case Record is complete, and especially contains the
'Later Life' letters and Post-Adoption Contact Agreements.
223 </p>
224 <p>
224 Where an Adoption Order is not made, an adoption agency must keep the child's case record
and the prospective adopter's case record for such period as it considers appropriate.
224 </p>
225 <p>
225 Where an Adoption Order is not made and the agency decides to close the child's adoption
case record, it should transfer the information from this record to the looked after case
record, in which case, see
225 <a class="modalButton" data-toggle="modal"
data-src="https://proceduresonline.com/trixcms1/warringtoncs/doc-library#collapse2"
href="#" data-target="#myModal">
227 Records Retention Schedule - Children and Families
227 </a>
227 . If the child has never been looked after, the agency should destroy the records when no
further action is necessary. An example of when this may be appropriate is if the
possibility of adoption of a baby was discussed before the child's birth, but the baby
remained with the birth parents.
227 </p>
228 <p>
228 Where an Adoption Order is not made prospective adopters can be asked if they want their
case records retained – in case they may wish to reapply to the agency or another adoption
agency to adopt again - and to give their consent to the storage of the case record for
whatever period is agreed, after which the record will be securely destroyed.
228 </p>
229 <p>
229 Whenever it is necessary to send any part of an Adoption Case Record by post, either within
or outside the Council, the information should be placed in a sealed plain envelope and
marked 'PERSONAL AND CONFIDENTIAL'. When the external post is necessary, then arrangements
should be made for copies of relevant documents to be sent by recorded delivery.
229 </p>
230 <p>
230 An adoption agency may disclose an adoption case record to another adoption agency as it
thinks fit for purposes related to its functions or the receiving agency's functions as an
adoption agency (
230 <a href="http://www.legislation.gov.uk/uksi/2018/152/regulation/2/made" target="_blank"
rel="noopener">
230 s.2 The Adoption and Care Planning (Miscellaneous Amendments) Regulations 2018
230 </a>
230 , amending 8(2) of the Disclosure of Adoption Information (Post-Commencement Adoptions)
Regulations 2005).
230 </p>
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