(1) The agency shall keep separate records for each adoptive family which contain:

(a) the application;

(b) the adoptive assessment study;

(c) current medical records of the family;

(d) references from at least three sources;

(e) a copy of the information given to the parent(s) concerning child(ren) to be placed for adoption with them;

(f) all legal documents pertaining to the adoption; and

(g) summary containing the placement decision, preplacement and post-placement contacts with the family and the adoptive child.

(2) In the event a family was not accepted or did not have a child placed with them, the agency shall keep on file a narrative clearly indicating the reason and the manner in which the decision was presented to the family.

(3) If an agency ceases operation all agency records of children, birth families and adoptive families shall be forwarded to the department upon cessation.