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Contents

1. Opening an Adoption Case Record and Contents
2. Safekeeping  of Records
3. Records of Adoptions pre 30.12.05

1. Opening an Adoption Case Record and Contents

An adoption case record should be set up for the child once adoption has been identified as the permanence plan for the child at his or her Looked After Review or where a child has been relinquished for adoption, as soon as the parent's request for adoption has been made. The child's social worker is responsible for collecting the following information:

• Any relevant reports, e.g. Core assessment, medical reports, specialist assessments.

The child's social worker should then provide additional reports and information for the Adoption Case Record throughout the adoption process as they become available .The Adoption Case Record is a part of the Child's Electronic Case File except for original material which needs to be kept in original form e.g. letters from birth parents and photographs.

As the structure of the electronic case file does not allow all information identifying pre and post adoption identities to be kept in one locked down section , managers of care management teams are responsible for ensuring that the electronic case file is open to limited essential users once adoption is agreed as the plan for the child. This process is carried out by notifying the Children's Care Records Team .

Where the plan relates to a group of siblings, there must be a separate Adoption Case Record for each child.

1.2 Applicants to Adopt

An adoption case record for prospective adopters should be set up as soon as a formal application has been received. In the case of a couple, a single case record can be set up for them both. This also applies to foster carers wishing to be considered as adopters.

The record will be created on an electronic file which will only be accessible to workers and managers in the Adoption Team. The record will be created by the Adoption Recruitment Worker in the admin team at the point that a Home visit is planned to consider the applicant/s suitability to proceed to an application.

1.3 Children - Contents of Case Record

The child's Adoption Case Record should contain the following information and documents:

1. The child's original birth certificate and birth details (time, weight, type of delivery etc.)
2. The Child Permanence Report outlining background information about the child's birth, medical history, education and the circumstances leading to the adoption plan being agreed.
3. Information supplied by the Birth parents and other Birth Relatives e.g. photos and letters
4. Completed BAAF Forms B (Neonatal report) and M (Obstetric Report)
5. BAAF Form PH (if the birth parent has signed consent)
6. BAAF Development Assessment Forms or equivalent completed by the foster carer.
7. Prospective Adopter's Report when a proposed placement is under consideration
8. Adoption Placement Report incorporating Adoption Support Plans .
9. Adoption Placement Plan
10. The child's profile and any other documents prepared and presented for the matching decision.
11. Record of social work with child about adoption, including recording of direct work
12. Details of siblings, together with any assessments and decisions to place brothers and sisters separately, including minutes of relevant meetings
13. Minutes of meetings of Adoption Panel which consider SBPA , reviews of plans and proposed placements.
14. All relevant minutes and decisions of the Agency Decision Maker in relation to the child's adoption plan and placement, including records of discussions held by the Agency Decision maker.
15. Looked After Review minutes from the point when adoption was identified as the plan, including records of any views expressed by birth parents in relation to their exercise of Parental Responsibility .
16. Information supplied by the adopters
17. Later Life letter from the social worker outlining the circumstances of the adoption plan and copy of Life Book materials.
18. Reports of visits to the child post-placement and records of any Adoption Review Meetings.
19. Reports prepared in relation to any disruption which may occur.
20. Court reports and other documents prepared; Annex A Report (if applicable), Placement Order application (if applicable) and adoption application.
21. Copy of Care Order (including Interim Care Orders)
22. Copy of Parental consent to the placement / adoption , including relevant reports from CAFCASS. Notice withdrawing consent , if applicable.
23. Copy of Placement Order if this route to placement has been followed.
24. Copy of Adoption Order
25. Any information relating to an adopted child which is supplied after an adoption order has been made. This may come from birth parents , adopters or carers /professionals who are asking the agency to keep information which may be helpful for the adopted person in the future.

The child's adoption case record on ICS will not be used for the following information:

• Information relating to letterbox contact which will be stored separately in the Adoption Unit on a letterbox file. When a Letterbox case is closed, or there is a piece of Letterbox work, the Referral and Closing Summary will be stored on the Letterbox file, and all the rest of the paperwork is put in a blue envelope file, which is then stored in the Adoption Archive. 
• Information relating to any adoption support referral which is received post adoption order. It is a requirement that a new identity for the child in his/her adoptive name is set up on ICS and new recording commenced.

1.4 Applicants to Adopt - Contents of Case Record

1. The prospective adopter's Adoption Case Record should contain all the information obtained about him or her in relation to their application for approval, including the  Prospective Adopter's Report, photographs etc.
2. All relevant statutory checks and medical reports, including a record of the completed CRB check .
3. References - personal/ employers/ school/  playgroup/ college/ volunteer organiser/ previous partners / extended family.
4. All relevant Panel minutes and the Agency Decision-Maker's decisions in relation to the suitability of the adopters ; the placement of the child with them; reports back relating to any disruption that may occur.
5. Paperwork relating to a qualifying determination not to approve and reports relating to any submissions by prospective adopters or IRM applications.
6. The Adoption Placement Report and Adoption Placement Plan
7. Itemised List and copies of information supplied to adopters
8. Any other key correspondence
9. Reports of visits to the adopters
10. Court reports

Note: Where the placement of a Bradford child is with an adopter approved by another adoption agency, an Adoption Case record for the prospective adopters must still be set up and maintained in the Bradford Adoption Team. This file will include the documentation submitted to panel about the adopters and any ensuing correspondence relating to the placement and will clearly identify the contact details of the agency which holds the full record.

2. Safekeeping of Records

Adoption Case Records must be stored in secure conditions.  Paper records are to be kept in the secure storage at the Adoption Unit.  Electronic records are kept on the Departmental electronic data storage system .

In cases where an Adoption Order is made, Adoption Case Records will be retained for a minimum of 100 years after the Adoption Order is made.  Where an Adoption Order is not made, children's Adoption Case Records will remain on the electronic file.

Where an Adoption Order is not made, the prospective adopter's Adoption Case record should be retained for 5 years.

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.

3. Records of Adoptions pre 30.12.05

Records of adoptions pre 30.12.05 are referred to as pre commencement adoptions. Bradford Services for Children and Young People, as an adoption agency, holds information about adoptions made at different stages and under different legal and organizational arrangements. Other records relating to adoption activity in the Bradford area are stored in the West Yorkshire Archives and can be accessed via the Adoption Support Team.

The following records are held by Bradford Services for Children and Young People:

1. Some records relating to adoptions arranged under the auspices of the Children's Department between 1948 and 1971, when Social Services Departments were created. The agency also holds a card index which details all children known to the Children's Department, covering fostering placements and other involvements.
2. Records of the Bradford Diocesan Adoption Agency which existed from 1964 to 1975. Most records are on microfilm.
3. Records relating to adoptions arranged by Bradford Social Services Department from 1971 until 2005, prior to the establishment of the present department. These records may be in microfiche or paper format. These case records include other information relating to the assessment and care planning process and are a full record of every aspect of the agency's involvement with the child and family. Thus, some of the material in these files does not constitute the Adoption Case Record and is not affected by restrictions on access set out in Adoption legislation.

End