Private Organization Accreditation

HeartShare assist individuals with developmental disabilities through education, day, residential and recreation programs, case management, and health services, and provides foster care/adoption services, counseling, after school and energy assistance programs, and programs for people with HIV/AIDS.


Family Services of the North Shore

Kathleen Whyte, Manager of Human Resources / Accreditation Coordinator

Family Services of the North Shore is about to enter our third accreditation cycle with COA. Accreditation has provided us with a framework that enables us to demonstrate accountability to our clients, our funders and our donors. There is no question that the accreditation process and COA have benefited our agency.
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CRR 96.42: Retention, preservation, and disclosure of adoption records

Retention, Preservation, and Disclosure of Adoption Records

Table of Evidence

Self-Study Evidence On-Site Evidence On-Site Activities
  • Case record retention procedures 96.42 (a)
  • Policy/procedures for disclosing information 96.42 (b), 96.42 (c)
  • Plan for transferring custody of adoption records 96.42 (d)
  • Procedures for submitting Self Reports to the accrediting entity 96.42 (e)
  • Review applicable state laws, as necessary 96.42 (a)
  • Review documentation of completed requests, if available 96.42 (b)
  • Interview:
    1. Employee(s) 96.42 (a), 96.42 (c)
    2. Personnel 96.42 (b)
    3. Clients 96.42 (b), 96.42 (c)
    4. Supervisors 96.42 (c)
    5. CEO 96.42 (d), 96.42 (e)
  • Observe record storage system 96.42 (a)

  • C
    CRR 96.42.a

    The agency or person retains or archives adoption records in a safe, secure, and retrievable manner for the period of time required by applicable State law.

  • C
    CRR 96.42.b

    The agency or person makes readily available to the adoptee and the adoptive parent(s) upon request all non-identifying information in its custody about the adopteeā€™s health history or background.

  • C
    CRR 96.42.c

    The agency or person ensures that personal data gathered or transmitted in connection with an adoption is used only for the purposes for which the information was gathered and safeguards sensitive individual information.

  • C
    CRR 96.42.d

    The agency or person has a plan that is consistent with the provisions of this section, the plan required under Section 96.33, and applicable State law for transferring custody of adoption records that are subject to retention or archival requirements to an appropriate custodian, and ensuring the accessibility of those adoption records, in the event that the agency or person ceases to provide or is no longer permitted to provide adoption services in intercountry adoption cases.

  • F
    CRR 96.42.e

    The agency or person notifies the accrediting entity and the Secretary in writing within thirty days of the time it ceases to provide or is no longer permitted to provide adoption services and provides information about the transfer of its adoption records.

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