(6)Documentation and record keeping:(a)The Child Adoption Resource Information and Guidance System web portal of the Authority shall be the database and registration system which shall be mandatorily used by all State Adoption Resource Authorities, District Child Protection Units, Specialized Adoption Agencies and Child Care Institutions for the purpose of adoption.(b)Every Specialized Adoption Agency shall prepare an individual care plan for each child, based on age and gender specific needs in respect of the following, namely:-(i)health and medical needs;(ii)emotional and psychological needs;(iii)educational and training needs;(iv)leisure, creativity and play;(v)attachments and relationships;(vi)protection from all forms of abuse, neglect and maltreatment;(vii)rehabilitation including reunion with family, adoption and other non-institutional care;(viii)social mainstreaming; and(ix)follow-up after rehabilitation or restoration.(c)Every Specialized Adoption Agency shall keep the following documents in the case file of each child, namely:-(i)case history and social investigation report of the child;(ii)interim care order as well as the order declaring the child legally free for adoption by the Child Welfare Committee and the Deed of Surrender in case of a relinquished child;(iii)Child Study Report, Medical Examination Report and immunization record of the child;(iv)photographs of the child taken at intervals of every six months;(v)application form, documents and Home Study Report of the prospective adoptive parents;(vi)adoption petition, adoption order and birth certificate of the child;(vii)post-placement progress reports of the child.(d)Every Specialized Adoption Agency shall maintain the following records namely:-(i)master admission register;(ii)medical and development file of the child;(iii)case file of the child;(iv)attendance register of the children and staff;(v)register of adopted children with details of adoptive parents (date of registration, date of Home Study Report, date(s) of referral of child or children, date of court order, date of handing over of the child to prospective adoptive parents, etc.);(vi)vouchers, cashbook, ledger, journal and annual accounts;(vii)grant and adoption fees receipt and utilization register;(viii)stock register; and(ix)record of minutes of meetings of the management committee and Adoption Committee (to be maintained separately).
