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5101:2-48-23 Preservation
of adoptive child case record.
Effective Date: September 1, 2003.
Most current prior effective date: 4/1/99
(A) The public children services agency (PCSA)
or private child placing agency (PCPA) which has placed a child for adoption and
for whom the adoption has been finalized, shall permanently maintain an adoptive
child case record.
(B) An adoptive child case record shall contain
all papers and records pertaining to the adoption, including:
(1) A copy of the petition to adopt filed in a
probate court;
(2) A copy of the child's original birth
certificate;
(3) ODHS 1616
JFS 01616, "Social and Medical History;"pursuant to rule
5101:2-48-03 of the Administrative Code.;
(4) A copy of the ODHS
1699 JFS 01699,"ODHS
ODJFS Prefinalization Adoption Assessment Report"; pursuant to
rule 5101:2-48-17 of the Administrative Code.
(5) A copy of the final decree of adoption or
the interlocutory order of adoption;.
and
(6) A copy of the child's lifebook pursuant to
rule 5101:2-42-67 of the Administrative Code.
(7) A copy of the JFS 01689
"Documentation of the Placement Decision Making Process" form.
(8) A copy of the JFS 01688
"Individualized Child Assessment" form, if applicable; and
(9) A copy of the child's lifebook.
(C) Upon the issuance of a final decree of
adoption by a probate court or the finalization of an interlocutory order of
adoption, the PCSA or PCPA shall mark the adoptive child case record as
confidential and permanently secure such record from release or inspection of
any information, except under the following conditions:
(1) Consent is given by the probate court; or
(2) The PCSA or PCPA needs to examine its own
papers, books, and records pertaining to a placement or adoption for official
administrative purposes, including examining the records to obtain
non-identifying information.
(D) ODHSODJFS
may examine its own papers, books and records pertaining to a placement or
adoption of a child and ODHS ODJFS
may inspect the papers, books and records of a PCSA or PCPA for official
administrative, certification and eligibility determination purposes once the
adoptive child case records have been secured after a final decree of adoption
has been issued or an interlocutory order of adoption has been finalized.
(E) If an agency has maintained any of the
original documents outlined in paragraph (B) of this rule, the agency shall
return the original documents to the PCSA or PCPA that had permanent custody of
the child prior to finalization.
(F) The PCSA, PCPA and PNA shall comply with
requirements of section 3107.17 of the Revised Code and paragraph (D) of this
rule regarding the release of information pertaining to the adoption.
Effective: 09/01/2003
R.C. 119.032 review dates: 05/01/2003 and 09/01/2008
Certification
Date 07/08/2003
Promulgated Under: 119.03
Statutory Authority: 3107.17, 5153.16
Rule Amplifies: 3107.17, 5153.16
Prior Effective Dates: 12/30/66, 10/1/86, 7/1/90, 9/1/94, 9/18/96, 2/13/98 (Emer.),
5/14/98, 12/31/98 (Emer.), 4/1/99
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