Legal Requirements for Record Keeping in Childcare

Each child must have their own electronic file from the point of contact until the file is closed. Audio, video and digital recordings may also be retained. The child`s records should also include relevant and appropriate copies of material from other separate records/records that are kept, ensuring that these records remain separate and that neither confidentiality nor data protection law is violated. It is recognized that some degree of cross-referencing with siblings is inevitable and desirable, but again, caution should be exercised with respect to sibling information becoming available in files. The child`s file is an important source of information for the child, as well as an instrument for planning measures and interventions. It provides information on the sequence of events that led to the intervention of the child`s social protection in their lives and explains why important decisions were taken in the life of the child and/or family. The record can be essential in helping a child understand themselves and their past, especially if they were unable to live with their parents or others who were caring for children long-term. The file must be treated as the child`s file and, on that basis, caution must be exercised in all aspects of what is recorded and how it is recorded. Care must be taken to ensure that the information contained in the records is relevant, proportionate, accurate and sufficient to meet the responsibilities and legal requirements of these procedures, while providing a clear overview of the child`s journey. This chapter was amended in March 2020 to reflect the Ofsted Twitter blog of 24/7/19 by Yvette Stanley, Ofsted`s National Director of Social Services. The blog highlights comments from a number of inspections and explores what a good record should look like. (Ofsted: Developments in child welfare – What makes an effective case file?) Permission to delete a document must be recorded, and those who may need access to it must be notified of their removal.

The manager must then ensure that the registration is returned as required/agreed. If this is not possible and the records are completed or updated by other persons, the register must indicate which person provided the registered information. Preferably, the author should read the recording to ensure its accuracy. The accountable executive must approve the design of all files and forms before they are used. All children`s records must be kept secure. If files are deferred due to a case transfer, a review by a manager should be conducted prior to transfer to ensure that all relevant information and documents are available in the child`s file. Email communication with colleagues and other professionals (who will be included in the dataset) should always be done with the same care and attention. Records must not contain expressions that may offend any person or group of people because of their race, culture, religion, age, disability or sexual orientation. The primary practitioner involved, i.e.

the person who directly observed or attended the recorded event or participated in the meeting or conversation, must complete records. Every 3 months, the file must contain a brief summary of the work carried out, linking the progress of the work to the recommendation/results of the plan. It therefore promotes accountability, understanding of progress and ongoing planning. It should be child-centred and can be seen as a way for the child to summarize the key actions that took place and how it affected the child. It should explain successes but also shortcomings, including delays in action. These records should not be left unattended if they are not in their usual location. If information is collected and recorded that should not be disclosed to the child for any of the above reasons, it should be included in the “Excluded Users” section of the child`s record, and the reasons should be recorded after consultation with a supervisor. Children and their families should be informed of the types of information/data contained in their records. Records must clearly distinguish between assessments, judgments and decisions. Documents should also distinguish between first-hand information and information from third parties. Documents should reflect the distinction between facts and opinions.

Although it is permissible to record opinions, they must be recorded as such and not presented as fact and contain the evidence on which the opinion is based. Care must be taken to ensure that records are not overlooked by unauthorized persons while working on the computer. All staff are responsible for the quality of their recordings and must take care of all aspects of the recording, including style and content. Children and their families should be regularly involved in the process of collecting and recording information about them. You should feel that you are part of the registration process. If it is necessary to delete a document from its usual location, a manager must approve it and determine or agree on the length of time it takes to delete the record. The manager must also ensure that appropriate measures have been taken to ensure the security of documents during their disposal. For example, records should never be left in vehicles left unattended. The supervisor should regularly review spot checks to ensure that they are up-to-date and maintained as required and, if not, that deficiencies are corrected as soon as possible. The file can be checked in the context of continuing professional development within the supervisory authority. The child`s record is usually created from notes taken during a visit or interview, and these can be used directly or because of the fact that this information is included in a court report or statement.

The Family Court recommended in RE M and N (children) (a local authority that collects, preserves and discloses evidence) that social workers/practitioners take contemporary notes that form a consistent and simultaneous recording. Notes must be legible, signed, and dated, and record those present at the meeting or conversation in question. Notes should be detailed and accurately map descriptions, actions and views, etc. In some cases, sketches/diagrams may be useful to establish the accuracy of the explanations given, e.g. regarding how the injuries were sustained, etc. When employees work in an “agile”/”mobile”/”hot-desk” setting or in a location outside of secure office maintenance, it`s important to ensure that recordings or computers aren`t left on or overlooked by others. Cases should target children and be written in a clear and concise manner, in plain language and in a manner that recognizes the right of the child or his/her parents/guardians if there is access to the records (whether the case is active or at a later date). Records should reflect the life, accomplishments and work done with them, and clearly relate to plans for their future. The style and clarity of the files should be such that they allow children to better understand their history, backgrounds and experiences. If paper records are also retained, the information contained in the electronic records must accurately reflect the corresponding information stored in the paper records. “Good case tracking is important to demonstrate employee accountability.

It helps target employee work and supports effective partnerships with service users and caregivers. It shall ensure that there is a documented report on the involvement of the competent authority in the different service users, families and carers and shall contribute to continuity in the event of unavailability or change of workers. When sharing a recording, it`s important to record who it was shared with and when. Sharing all decision documents such as assessments, care plans, reviews, reports and agreements makes it easier for everyone to know what is expected and to work better together. All electronic records must be kept secure and comply with the requirements of the Data Protection Act 2018. This includes arrangements such as: Overall responsibility for proper record keeping rests with supervisors, although responsibility may be delegated to other employees as appropriate.