The Central Records Unit (CRU) in state office maintains complete microfilmed copies of all DFPS consummated adoption records that have been closed for three years or more. The file also contains adoption records of other licensed child-placing agencies that no longer offer adoption services and that have asked DFPS to store their records.
A child protective services supervisor or higher level staff must approve requests for accessing consummated adoption records.
To obtain consummated adoption records, staff sends a memorandum indicating supervisory approval to the Central Records Unit (CRU). The CRU sends a paper copy of the microfilmed record or the portion of the record requested to the designated regional staff. The record is mailed in a sealed envelope marked confidential. The regional attorney or designated staff are responsible for de-identifying the case record according to policy and Texas Family Code statutes relating to confidentiality and release of case records.
The CRU must mail the record within 10 workdays after receiving the request. In emergencies, staff may request adoption records by telephone and then immediately send the approved written request to the CRU. The copied material does not need to be returned to the CRU. If the material is not used in a new case record, the region must destroy it using a method that protects confidentiality.