Connecticut Administrative Code › Title 7 - Municipalities › 53 - Procedures for Creating and Indexing Confidential Adoption Records for Adopted Persons Born in this State › Section 7-53-1 - Procedures for creating and indexing confidential adoption records

Current through July 10, 2024
(a) In creating the new birth certificate,
			 also referred to as the "replacement certificate", and the confidential
			 adoption file authorized under section
			 7-53
			 of the Connecticut General Statutes, and to properly store the confidential
			 file, the following steps shall be followed:
(1) The original birth certificate shall be
			 retrieved and the information contained on such certificate shall be carefully
			 matched to the information recorded on the record of adoption in order to
			 verify that the correct birth certificate is being processed.
(2) A new birth certificate shall be created
			 by entering the new parental information, as indicated on the adoption decree,
			 into the electronic birth registry system and changing the name of the child,
			 if so ordered by the court decreeing the adoption. The state file number from
			 the original birth certificate shall be recorded on the face of the new birth
			 certificate.
(3) A certified copy
			 of the new certificate shall be sent either through mail or electronically to
			 all local registrars of vital statistics who have the original certificate on
			 file, along with a letter informing the local registrar that the original birth
			 certificate has been replaced for reasons of adoption, and instructing the
			 local registrar to place the original birth certificate in a confidential file
			 and to replace it with the new certificate.
(4) The Department of Public Health shall
			 place the certified copy of the original birth certificate, the evidence of
			 adoption, copies of letters to the local registrars of vital statistics and the
			 notification letter to adopting parent(s), in a confidential file, except that,
			 for cases in which a new birth certificate is not prepared, the certified copy
			 of the original birth certificate shall not be included in the confidential
			 file. Upon notification from the Department of Public Health, the local
			 registrar shall place the original birth certificate, or certified copy of the
			 birth certificate, if applicable, and the notification letter received from the
			 Department of Public Health in a confidential file. For cases in which a new
			 birth certificate is not created, a copy of the notification letter received
			 from the Department of Public Health shall be attached to the original
			 certificate that is kept on file. The creation of the confidential file shall
			 conform to the following procedures:
(A) The
			 Department of Public Health and local registrars shall set aside a confidential
			 file, in which all adoption records shall be kept in sealed envelopes. The file
			 shall be initialed "C.F." by local registrars and "A.F." by the Department of
			 Public Health. The Department of Public Health and local registrars shall
			 number all adoptions as they receive them; such as C.F. 1; C.F. 2;
			 etc.
(B) In the index of the bound
			 original birth, the new name of the adopted person shall be entered where it
			 should properly come in alphabetical order. The original name and the new name
			 listed in such index shall contain no reference to the confidential file
			 number. A separate index shall be created for adoption records, listing the
			 confidential file number along with the original name, new name of the adopted
			 person, and the state file number that was assigned to the birth
			 certificate.
(5) Unless
			 otherwise provided by statute, access to the adoption index and the
			 confidential adoption files, either in paper, electronic, micrographic, digital
			 or other format, shall be restricted to Department of Public Health vital
			 records staff as designated by the registrar of vital records, and to local
			 vital records staff as designated by the local registrar.