Tips for Dealing with Bureaucrats


To ferret out the name of the birth family member you wish to locate, you will probably need to be in touch with many clerks, social workers, or others. During your search, you will undoubtedly be dealing with some bureaucrats. There is an art to dealing with them successfully. Below are two definitions that may be of interest:

bu•reau•crat

NOUN:
1. An official of a bureaucracy.
2. An official who is rigidly devoted to the details of administrative procedure.

American Heritage definition

street level bureaucrat

We refer to street level bureaucrats as those who are on the lowest level of the bureaucratic totem pole and are largely responsible for doling out goods and services created by programs. They include folks like police officers or driver's license office clerks, but pretty much anyone who deals with the public in a governmental capacity

Provided by Yahoo Answers

Below are several points to remember when dealing with bureaucrats or other people who have the records that you need.

  • Do not use the word adoption if you can avoid it.
    Try not to use the word “adoption” when seeking your records Use the terms, “family history,” “genealogical research” or anything else that is technically correct. Searching for a birth family member is in a sense an attempt to trace your family history or roots.
    The rationale behind not using the term “adoption” is that you will likely encounter better cooperation. Not everyone condones search and reunion.
  • First communication should be in writing.
    For your first communication with an agency, hospital or state-run governmental body, make your first communications in writing. It gives you and them a concrete paper trail in case there are any misunderstandings later. Communication in writing also indicates serious intentions.
  • Use Next Day Delivery Mail to convey urgency.
    If you want to impress others how crucial it is to receive your records in a timely fashion, send your requests by a next day delivery service. This signals the recipient of your correspondence that you are serious about your request and that time is of the essence.
  • Include a self-addressed stamped envelope.
    When you are requesting records, also consider sending a self-addressed addressed stamped envelope (SASE) to make it easy for your request to be fulfilled.
  • Send any fees with your request.
    If you know that the records may be voluminous, inquire what the charges will be and include a check or money order with your request.
  • Be nice, really nice.
    Don’t laugh, your attitude can make a world of difference! Be as polite and friendly as you possibly can and give people reasons to fulfill your requests. Manipulation? All’s fair in love and war, and sometimes adoption searching may feel like war!
If you find someone at an agency or elsewhere particularly willing to help, make a game of your telephone call or in-person visit. For instance, you could say something like, “I know that you can’t give me my birth mom (or child’s) last name, but, can you tell me if it begins with “A”…how about “B”? As much as some people want to help you, they may not know how to do so without putting their jobs in jeopardy. Be creative and help them help you.
  • Convey how much you want this information.
    Sometimes, you may have to use the “A” (adoption) word. When this is the case, try to figure out how to touch the hearts of those holding your records. Put into words why finding your birth parent or child is crucial to your well being.
  • Watch for clues.Record keepers have some discretion as to how much information they can provide to you. They might hint that they wish to talk to your privately if someone else is looming nearby. Stories also circulate about social workers or clerks who leave adoption files on a desk and then excuse themselves. Immediately before they exit, they may mention that they are not allowed to give you the name of your birth mother or child from the file that is sitting on their desk. You might want to consider ahead of time how you will handle such a situation if it is presented to you.
  • Feel confident about your entitlement to information.
    Project a sense of confidence that you are entitled to the records that you are trying to access. Not a cocky, “I deserve those records, so give ‘em to me,” but more a subtle, “These records are about me and my life story and I have a right to have them.”

Keep in mind that you are not trying to trick someone into revealing government secrets to sell to a foreign government or doing anything illegal or immoral that would hurt anyone else. Gaining access to your records is for your own benefit and that of the person you hope to find.

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Credits: Jan Baker