(a) Adoption service shall include documentation of all services provided in a case record, including but not limited to reports of inquiries, applications, and all subsequent contacts.

(b) When a social services district provides adoption services directly, it shall maintain records and submit reports as required by the department, and such records shall be in whatever form required by the department. Such records shall be available at all reasonable times for inspection by representatives of the department, and photocopies of such records shall be for warded to the department upon request.