4325. Electronic Legally-Free Case Files and Pre-Adoption Disclosure (PAD) Folders

Applies To: This policy applies to Department of Children, Youth, and Families (DCYF) employees.

Policy Number & Title: 4325. Electronic Legally-Free Case Files and Pre-Adoption Disclosure (PAD) Folders

Effective Date: July 1, 2023

The purpose of this policy is to provide direction on:

RCW 13.34.200 Order terminating parent and child relationship-Rights of parties when granted

RCW 13.34.210 Order terminating parent and child relationship-Custody where no one has parental rights

Chapter 70.02 RCW edical records health care information access and disclosure

Supervisors or designees must deactivate children’s or youth’s cases from their FamLink family case within seven calendar days of becoming legally-free.
Electronic file specialists (EFSs) must create PAD folders for each legally-free child or youth within 30 calendar days of the complete file being imaged to FamLink.
Child and Family Welfare Services (CFWS) caseworkers must use the date the relinquishment or termination of parental rights (TPR) orders are entered in court to create children’s or youth’s legally-free case in FamLink.
Adoption caseworkers must:
1. Follow the Pre-Adoption Services and Adoption Finalization policy when:
  1. Adding new PAD records into the PAD folder until the children or youth are adopted.
  2. Providing newly redacted information to the prospective adoptive parents.
  3. Archiving adoption records.
2. Complete the adoption pre-finalization check.

Electronic Legally-Free Case Files and Pre-Adoption Disclosure (PAD) Folders procedures (Located in the DCYF Policies & Rules Office SharePoint)

Original Date: September 30, 2017

Revised Date: July 1, 2023

Review Date: July 31, 2027

Approved by: Frank Ordway, Chief of Staff

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