Ky.gov
Effective: 10/17/2023

13.29 Sealing Closed Adoption Records

Legal Authority

Introduction

​​​​​​​​​​​​​​​​​​​​​​​​The granting of an adoption judgment closes and seals the case records of the child and family.

Practice Guidance



Procedure

  1. The recruitment and certification (R&C) worker completes the following tasks upon receiving the file-stamped and entered adoption judgment:
    1. Ensures the following documents have been uploaded into TWIST as outlined in SOP 13.30 Confidentiality of Closed Agency Adoption Records:
      1. ​​​The Agency Archive Cover Memo;
      2. Adoption judgement, adoption petitiion, and the order setting the final hearing; 
      3. Adoption contracts (DPP-1258, DPP-1258D, DPP-1258A, and DPP 1258C when applicable), DPP-195 Adoptive Placement Agreement; ​
      4. Adoption memo and adoption approval letter; 
      5. A copy of the family's original narrative packet; and 
      6. A copy of the most recent re-evaluation, if on has been completed;
      7. A copy of the family's annual training record and background check (DPP-157 form or the KY KARES final results form for each adoptive parent); 
      8. DPP-198 Foster Parent Statement of Intent to Adopt; and ​
      9. The presentation summary narrative and packet of documents in the child's agency case.
    2. Completes the DPP-189​ Biological Parent Identifying Information form​ and uploads it into TWIST. This is not given to the adoptive family.​ 
    3. Documents in the service recording the date and the county in which the adoption was finalized. 

Footnotes

Documents

Revisions

​10/17 Delete: 

    1. ​Combines the child’s and the adoptive family’s record to include the following documents in the file: ​
      1. Complete home study packet which includes the most recent annual update; 
      2. Preplacement conference summary/recording; 
      3. Confidential report to the court; 
      4. Complete presentation summary packet (including medical, educational and other supporting documents); 
      5. DPP-191 Information to be Obtained from the Placing Parent; 
      6. DPP-192 Biological Parent Consent form; 
      7. Biological Parents Identifying Information; 
      8. Copy of the adoption judgment; and 
      9. Any other documents that the worker deems necessary. 
​10/2023 
  • Documents found in TWIST should not be included in the hard file.​​
  1. Combines the child’s and the adoptive family’s record as outlined in SOP 13.30 Confidentiality of Closed Agency Adoption Records. 
  2. Completes the DPP-189​ Biological Parent Identifying Information form​ and places it in the adoption record. uploads into TWIST. This is not given to the adoptive family.​

  4. Removes records from the file folder and places in a brown expandable folder.
  5. Gives the combined case record to the R&C FSOS who arranges to transport the record to the Records Management Section at the earliest date possible. 1​
​
ix.  The presentation summary narrative and packet of documents in the child's agency case.​

Footnotes:

  1. If mailing the record is preferable, it may be sent by registered or certified mail.​