What is the process when a birth family requests access to records?

• A. Provide records immediately without verification.
• B. Verify identity and provide records with no limit.
• C. Verify identity, determine permissible disclosures, and provide records in accordance with privacy laws and DFPS guidelines.
• D. Delay records pending a court order.

Answer: (C)

When handling a birth family’s request for records, the key idea is to protect confidentiality while allowing legitimate access under the rules. First, verify the requester’s identity to make sure the person asking for records is authorized to receive them. Then, determine what can be disclosed by applying privacy laws and DFPS guidelines—some information may be restricted, require consent, or need a court order, and others may need redaction. Finally, provide the records that are permitted, in the appropriate form, and document the disclosure. This approach ensures that only authorized information is released and that all releases comply with legal and agency policy.

Providing records immediately without verification risks giving private information to the wrong person. Providing records with no limits ignores privacy protections. Delaying records until a court order is obtained is not the standard requirement for routine requests and could unnecessarily delay access when disclosures are already allowed under policy.