Confidentiality of Records

All records of children placed, placing parents, personnel, administrative, and adoptive families maintained by SOFA shall be confidential.  Access to such documents shall solely be by staff personnel and not be disseminated for any reason unless ordered to do so by a Court of Law.  Those records shall be in a secure location and only accessible to the Director or staff personnel.  The release of any such information shall also be prohibited, including for any research projects, should research projects be allowed pursuant to these policies, unless it is with the written consent of the family registered with SOFA.   All matters related to publicity or other fundraising activities shall also require the express written consent of the adoptive family.  All case files shall be maintained in a consistent and organized manner.  Removal of such files from the office will not be allowed except to a secured storage facility for closed cases.  A copy of this paragraph shall be presented as separate document to any person or family working with SOFA

SOFA shall disseminate information to a child fatality review board as required by OAC 5101:2-5-13(A)(21) and otherwise as pursuant to the ORC and OAC to maintain confidentiality.  Depending on the locality, such information shall be disseminated on a confidential basis as is required per law, and shall be delivered to the appropriate local authorities required.