What the Flood Means to Adoption Records

The recent Nashville flood waters managed to find some of the state's vital records, specifically sealed adoption records and educational records which are stored in the State Records Center, Department of General Services.    

Here's what was damaged:

The State Records Center in Nashville had extensive flood damage where the water levels reached a depth of 5 feet. All of their office equipment was lost. All records on the first two shelves in the storage warehouse were damaged by water. Those records are being recovered by Belfor. Some of their shelving also collapsed, so that will have to be repaired as well. Adoption Records were stored high enough to remain dry except for one skid of boxes that were waiting to be put on shelves. These were records that Adoptions sealed and recently sent to the Records Center. General Services has already shrink-wrapped that skid and sent it Belfor for drying. Five boxes of education records also sustained water damage.

Here's the anticipated schedule for solving this problem

At this time, General Services Records Management can give no ETA on when the State Records Center will be operational. This means that any Education or Adoption Records stored there will be unretrievable for the foreseeable future. If we were to receive a court order to access a particular Adoption Record, Records Director Donna Bridges has assured us they will work with us to produce that box of records. Aside from special circumstances like this, all other request for records under normal business conditions will be placed on hold. Business resumption for the State Records Center is a three-phase process. 

Phase 1: Cleanup & decontamination of the records and storage areas. 

Phase 2: Resumption of retrieval of records. 

Phase 3: Resumption of accepting new records for storage. 

They are currently in Phase 1.

Here's what it means to those seeking adoption records:

Until the State Records Center is operational under Phase 2, Adoption Registration/ Post Adoption Services unit will be limited in its ability to access  sealed adoption records for service to requests from the Department and other administrative entities as well as the public. Requests will be accepted; written notice of the status will be documented and provided to the individual who requested on a case by case basis.

 

The Adoption Registration /Post-Adoption Services unit has prepared a letter to submit to individuals who have requested access to sealed adoption records of the impact and status of access.   

 

Adoption Registration/Post-Adoption Services unit will continue to accept closed adoption records per protocol from both DCS and the private sector, having established temporary alternate storage for all closed adoption records in the Cordell Hull.