Record-keeping and the transfer of files Recording safeguarding concerns is vital to the effective safeguarding of children. Records are kept for many years & must be fully understandable even after the child has left your establishment. All records should: • Be factual, evidenced, concise, complete, accurate and objective • Include your full name, date and position • Be securely stored A safeguarding file should be set up by a member of your safeguarding team for each individual child when a safeguarding concern has been identified. The file should be in date order & have a: • Front sheet with basic details of the child & a chronology of the contents • Log of discussions, informal meetings & all safeguarding documents relating to the child The file record should include: • Date and time of: o writing the record o when you obtained the information o the alleged incident and/or when your concern began • Details of your concerns, what gave rise to them, and any discussions about this • All action you have taken • The extent and nature of any involvement by other professionals, and their full details • Copies of all documents e.g. assessments, reports, minutes & plans of all formal meetings, conferences, core groups etc) • Letter of confirmation if a child is made or is no longer, subject to a Child Protection Plan Version 5, September 2010
Storage: • All individual safeguarding files should be stored in a locked cabinet • Access to child protection information is only via the Head Teacher, CPLT/O & Deputy • All retained early intervention information about a child must be securely archived until 25 years after the last action • All retained child protection information about a child must be securely archived until 85 years after the child’s date of birth Sharing information: • Appropriate levels of information must be shared by the CPLT/O, Deputy or Head with staff and other settings so they can respond to the child’s needs
Transferring files: • All safeguarding files must be transferred immediately to the CPLT/O of the new establishment (including 16+ provision) and a receipt obtained. If the new establishment is out of city or a 16+ provision a copy of the whole file must be retained • All file transfers must take place in person or by recorded delivery to the named CPLT/O • Each setting can keep copies of significant documents on the file in case particular information is required at a later date • Documents may be copied to the file of another child in the family only if appropriate • All CPLO’s receiving files must not dispose of any of the original contents www.safeguardingsheffieldchildren.org.uk