4.1 The parent support groups are custodians of information falling into two categories. First, there is information pertaining specifically to an application to adopt. Secondly, there is information pertaining to adoption generally, the group’s adoption programs and the history of the parent support group.
THE APPLICATION TO ADOPT
4.2 In this first category, information is contained in files, either paper or computerised, which are opened in relation to an application to adopt. A file would generally contain the parent support group’s own notes and memoranda relevant to the application and the applicants. In addition, the file would usually contain various items of personal information and documents supplied to the group by the applicants themselves. Personal documentation includes copies of birth and marriage certificates, financial information and references, any criminal record, divorce documents where relevant, medical records and reports and “life stories” prepared by the applicants.
4.3 The assessment of the applicants’ suitability to adopt prepared by a social worker, called the home study, is given by the social worker to DOCS who forwards it directly to the sending country. One exception to this usual path is that AFC requires DOCS to give the home study to AFC which it then forwards to the sending country, retaining a copy on file.
4.4 The file would also contain correspondence to and from the sending country, DOCS, the applicants, the Department of Immigration and Ethnic Affairs, the Department of Health and any other relevant correspondence.
Storage, security, confidentiality and disposal
4.5 ACOB's information is stored in locked filing cabinets, to which only the President and Secretary have access. ACOB does not keep personal documents, considering this to be the province of DOCS. ACOB has a policy of not seeking to obtain material which would be deemed confidential and encourages members to communicate with DOCS in relation to such material, particularly in relation to the home study. ACOB does not cite members’ documents nor does it discuss confidential matters unless requested to do so by the member involved. Any written information which ACOB receives is kept as long as is necessary to process the application and is then disposed of.
4.6 AFC stores information in locked filing cabinets and on computer discs, kept in a home office with full security. Information kept on file includes the applicants’ home study. During office hours, the coordinator is in attendance to ensure only authorised access to records. Access is on a need-to-know basis: the coordinator has access to all information; the post-placement coordinator has access to post-placement information; the treasurer has access to financial information; and the clerk has supervised access to all information as required. To date, no information has been disposed of. If an application does not proceed the information on file is returned to the applicants and the home study is returned to DOCS.
4.7 Almost all ASIAC’s information is stored in paper files, although membership information is also stored on computer disc. The Program Director has some information relating to current applications on computer. Copies of personal documents are held in paper files only, kept in a locked filing cabinet. All committee members are entitled to access any information retained by ASIAC. The responsible committee member or other manager has custody of relevant information. Domestic security measures apply to the storage of information. Any confidential information discussed at a committee meeting is non-identifying. All personal documents are returned to the applicants once an application has been processed.
4.8 CASA does not keep any records or copies of any documents.
4.9 The only information which Friends keeps is an applicant’s name, address, telephone number, age and similar identifying details. No personal documents belonging to applicants, or copies of such documents, are kept. No confidential information or records are kept.
4.10 ICA stores information in secure storage at the Coordinator’s home, with access only available to the Executive Committee. Unwanted documents are destroyed. Personal documents are kept by the Coordinator at her home. The adoption sub-committee has access to personal documents only if a problem arises in relation to a particular application.
4.11 ACC receives information relating to aid projects only. Information is stored in files on computer discs under normal office security. The President, Vice-president and Treasurer maintain control of all information received and generated, giving voluntary workers access as needed. ACC has no confidential information requiring security disposal. All ACC material is held separately from AFC material and ACC members do not have access to AFC information.
ADOPTION PROGRAMS, ADOPTION GENERALLY AND HISTORICAL RECORDS
4.12 ACC disseminates information to members, both as to adoption in general and AFC’s programs in particular, in a quarterly newsletter. ACC also maintains a library of books and videos relating to adoption. All records dating back to the foundation of ACC, from which information about ACC and its aid projects can be obtained, have been retained by the President and may be accessed by any member having reasonable cause to use them.
4.13 ACOB has not recorded in writing the expertise and knowledge it has gained in its years of operation. The corporate memory resides in the Directors and is passed on to others verbally.
4.14 AFC has a record of the knowledge it has gained over the years in relation to its programs and adoption generally in the form of archival files and publications. In addition, all correspondence since the foundation of the organisation has been retained and filed. Local and international adoption research material is collected and filed and copies of Australian States’ and foreign adoption legislation are held. These are made available to members in a library operated by AFC. Written information relating to the programs is updated continually and applicants periodically receive updated information relating to their chosen program.
4.15 The expertise and knowledge ASIAC has gained is handed on from committee to committee by word-of-mouth, usually at committee meetings. To some extent, it is recorded in minutes of meetings and in reports. These records are held by the Secretary. Archival records, including correspondence, are held by the Secretary and other committee members. Any material kept as a procedural record or as a precedent contains no personal information.
4.16 Information relating to the adoption process and to Friends’s program in Colombia is kept on computer and updated as necessary. Copies are printed out and given to applicants. The computer disc is held by the organisers and access is given to any member.
4.17 ICA produces a monthly newsletter in which adoption information and news are given. A library service is also available. ICA has produced a video, which is available for purchase, showing adoption experiences in Sri Lanka. Minutes of every committee meeting are recorded and reports from sub-committees are presented to the monthly management committee meetings. These records are kept by the Secretary.
