Think about what level of record keeping would work best for your
group/organisation. Use the examples to help you develop suitable templates or
headings for your records.
Review your records to check whether they make a clear distinction between
fact and opinion. If not, do some awareness raising with your staff and
volunteer group to help them improve in this area.
Use the example to make sure that you and your workforce know what
constitutes personal information. Develop a system to make sure that personal
information about individuals is kept confidentially and discretely.
Using the example, develop a policy and procedure for creating
records. Make sure that it includes a requirement for staff and volunteers to
sign and date them. Undertake random checks to make sure that your records are being signed
Consider what would be a reasonable time limit, bearing in mind that the
sooner the record is made after the contact, the more accurate it will be. Build
this time limit into your procedure, using the example to help you.
Make sure that staff are aware of it and follow it.
Use the example to develop a policy and procedure on access to
records. Make sure that when they create records, staff take into account the
fact that children and families may see the information that is written about
them. Ensure that there is enough support to facilitate children’s and families’
access to their records.
Use the example to develop a simple policy and procedure for
keeping records securely. Make sure that your workforce is aware of what is
Use the example to make sure that you are safe and secure
in how you store information electronically. Seek advice and help from an IT
support service if you are not sure what to do.
Use the example to develop a way of making sure that you have
vital information easily available when you need it.
Use the example to make sure that you have a watertight procedure
for recording concerns about a child.
Each child that you have concerns about should have their own file. Records of your concerns and your response to them need to be kept on the relevant file.
Use the example to ensure that your procedure complies with this
Use the example provided to set time limits for keeping your records.
Make sure that your records are destroyed securely, within the correct time limit. Check the example for further information on this.
Develop clear guidance for staff on these matters and make sure that they understand them fully.
If staff are struggling to comply with your policy on record keeping, ensure that training and support is available to them.