Section 3350.14. Records

(a) The service provider’s records shall all contain copies of all pertinent documents, such as:

(1) Birth records.

(2) Baptismal certificates.

(3) Legal documents pertaining to the termination of parental rights.

(4) Evidence of legal consummation of adoption.

(b) The service provider’s records shall contain a statement detailing all information given to the adoptive parents concerning the child’s background, as referred to in § 3350.5(j)—(l) (relating to general requirements).

(c) The service provider shall maintain a record for each adoptive home in which a child is placed. It shall contain the basis for the decision to place the child with the applicant, an agreement signed by the service provider and the adoptive family setting forth the conditions of the placement, the date of placement, a summary of supervisory visits, and the date of the final adoption decree.

(d) The service provider shall also maintain a record for each applicant for adoptive parenthood, showing the reasons for acceptance, rejection, or withdrawal.

(e) All the service provider’s records concerning adoption shall be treated as confidential. After 4 years, or when the child reaches his 18th birthday, whichever is longer, records may be preserved either by microfilming or by selective retention of information, instead of retaining the entire record. At the option of the agency, all records may be destroyed 50 years from the date of placement.

(f) Records shall be sealed and stored in fireproof, locked, metal files to keep them safe from destruction.