ADOPTION RECORD FAQ'S

The adoptee file management plan is now finalized and in place.

As noted in the previous email sent out in September, the Dillon Board and former staff are very concerned about adoptee access to their files.  Most of the Board are adoptive parents, one is one of the founders, and two are adoptees.  They understand and share the concerns regarding the availability of adoption records.

Frequently Asked Questions

1) Has Dillon International “gone out of business”?

No, Dillon International has not “gone out of business”, but the only thing still ongoing is the plan Dillon has put in place to manage adoption records.  Dillon has stopped providing adoption related services, is in the process of relinquishing its licenses in the various states where it was licensed, relinquished its Hague accreditation with IAAME, and closed its various offices, including the main office in Tulsa.

2) What was the reason behind Dillon’s decision to cease all adoption and post-adoption related services?

With the sharp downward trend in intercountry adoptions, Dillon no longer had the funding to continue paying operating costs and day to day expenses beyond September. In order to facilitate the short-term plan for adoption record access, a service fee was necessary as there is no longer incoming funding or staff to complete the tasks related to processing record requests.

2) What is Dillon’s short-term plan for managing adoption records?

Dillon has received a donation of short-term office space to safely store adoption records while record requests are processed.  Dillon has hired a contractor to process all requests related to records. When not processing requests, the contractor will work on digitizing the remaining records.

3) How long will the short-term plan be in place?

Dillon will continue the short-term plan as long as there is sufficient funding to complete the digitization project to maximize accessibility after Dillon ceases to do business. The $50 fee being charged is the primary source of that funding.  A secondary source of funding would be any donations received to help keep the short-term file management effort going as long as possible, which Dillon will gratefully accept.

4) What is Dillon’s long-term plan for managing adoption records?

When funding runs out the short-term plan will end, the file management office will be closed and then the long-term plan will be implemented.  The long-term plan is governed by Dillon’s legal responsibility regarding adoption records.  The Oklahoma Department of Human Services (OK DHS) is the ultimate authority that regulates Dillon International.  OK DHS’s regulations define Dillon’s legal responsibility to adoption records. When an adoption agency ceases to operate, the adoption records are transferred to OK DHS.  Accordingly, when the file management office is closed, all paper and digital adoption records will be transferred.

5) May an adoptee get their original file instead of a digital copy?

Yes.  After reviewing the Oklahoma statues, OK DHS Rules (regulations),and having conversations with OK DHS staff, Dillon is able to provide an original file to an adoptee who is requesting their original file.  Dillon is required to keep a digital copy.

If Dillon receives a request for an original file, Dillon will scan the file to create a digital copy and then email the digital copy to the adoptee so the adoptee can preview what information is in their file.  After reviewing the digital copy the adoptee will inform Dillon that they do wish to receive the original file and how the adoptee would like the file shipped - USPS, FedEx, or UPS.  As Dillon does not have any funding the adoptee will have to pay the shipping cost to Dillon.  Dillon will provide the adoptee with an estimate of the cost of shipping via the adoptee’s choice.  When payment is received Dillon will then ship the original file via the adoptee’s choice of shipping entity.  Dillon is no longer responsible for the original file once it is delivered to the shipper.

6) What documentation will the adoption record contain?

Adoption record contents will include all adoptee background information, legal documents, and referral pictures (if available) provided by the birth country to Dillon International. In most cases, all of these records should have been received by the adoptive family. Where dictated by law in the foreign country, some information may be redacted. Subject to the adoptive family providing copies to Dillon International, other adoption records contents may include passport from birth country, U.S. adoption decree, U.S. birth certificate, and Certificate of Citizenship or Certificate of Naturalization. As the home study is the adoptive parent’s information, this information will only be sent to an adoptive parent after the parent sends us a request.

7) What is the status of the file management program?

Requests for copies of adoptee files will be processed in the order received.  We are unable to send confirmation receipts or other general communications as the primary focus is to process requests as quickly as possible. If your credit/debit card indicates a payment Dillon International, you may be certain we have your request.  It may be 3 to 6 months before you receive your copy of your file.

8) Is there a plan to provide confirmations and status updates?

Unfortunately, no.  We do not have staff and/or software to send individual or group emails.  We recommend you periodically check this website for new information.