2. • RECORD AND PRESENT INFORMATION
• Studied data/information are recorded.
• Recommendations are analysed for action to ensure they are
compatible with the project’s scope
• and terms of reference.
• Interim and final reports are analysed and outcomes are
compared to the criteria established at the
• outset.
• Findings are presented to stakeholders.
3. • 1. Introduction
• All organisations should refer to their own professional/agency
guidance on record keeping.
• Whenever a complaint or allegation of abuse is made, all agencies
should keep clear and accurate records. Each
• agency should have procedures for incorporating all relevant agency
and subject records into a file to record all
• actions taken.
• Any Agency files may need to be made available to the courts.
• Access to files may also be requested by service users.
• All agencies should identify arrangements, consistent with principles
of fairness, for making records available to
• the subject and those with parental responsibility.
4. • 2. Record Keeping Principles
• Best practice in recording is based on key principles of partnership openness and accuracy
• Good quality case recording is essential in ensuring:
• • Continuity of service to children and families when staff are unavailable or change, or when a service
• resumes after a period of time;
• • Effective risk management practices to safeguard and promote the welfare of children and young
• people, especially in emergency situations;
• • Clarity of the assessment process and decision-making Effective partnerships between staff, children,
• young people, their families and Carers, and other agencies/services;
• • Clarity of information for everyone involved in the planning and delivery of services, and in the event of
• child protection investigations, inquiries, or audits;
• • Adequate information for staff and managers working to ensure the best possible outcomes for children
• and young people;
• • Support for children, young people and families with specific communication needs so that they may
• contribute to and access their records and key information.
• Information should be recorded in accordance with the following key principles:
• • All relevant information must be recorded;
• • Manual records must be legible, signed and dated;
• • Records must be contemporaneous and kept up to date;
• • Records must be written in plain language and prejudice must be avoided;
• • Records must be accurate and adequate;
• • Records must clearly distinguish between statements of fact and opinion;
5. • • Managers must oversee, monitor and review all records;
• • Records should be kept securely;
• • Manual records moved to a new location must be monitored;
• • Show professional analysis, thinking, rationale for all decisions;
• • Show management involvement, sign off of all key decision points;
• • Show referral by line manager to senior management as needed.
• 3. The Context
• Good record keeping is essential so that agencies are able to demonstrate
that decisions were taken lawfully.
• Documentation in relation to a Safeguarding process can be significant in
providing supporting evidence when
• making referrals to the Disclosure and Barring Service Barred List, care
proceedings, criminal cases, the Royal
• Court, disciplinary hearings and complaints. Record keeping is an integral
part of professional practice and
• should support decision making. Decisions and action taken should be
supported by evidence and rationale so
• that intentions are clear.
6. • 4. Record Keeping by All Agencies
• Each agency must keep comprehensive records of any work which it undertakes particularly in response
to child
• protection processes and looked after children processes.
• 5. What to Record
• • All entries must provide factual information, e.g. times, dates, names of people contacted;
• • Distinguish what is fact, professional opinion or hypothesis. Provide reasons for opinion or hypothesis.
• There should be a clear link between evidence recorded and actions planned/recommended;
• • All contact with the child, young person and family members/significant others and the person alleged to
• have caused harm used;
• • All consultations/case supervision with and decisions made by a Manager and/or Senior Manager must
• be appropriately recorded;
• • When contacting other agencies the questions asked and information received must be recorded;
• • Where, upon reflection, a decision is made not to contact the Police, or make an enquiry to MASH, the
• details of why and how this decision was made must be recorded;
• • All telephone calls/texts and e-mails, in relation to the alleged abuse, must be documented even if there
• was no reply to outgoing calls;
• • If reference is made to another person involved with the child or family, that person’s name as well as
• their agency status should be recorded;
• • The decisions taken at all meetings must be recorded;
7. • • There should be an ability to print, sign and date all records;
• • Use Body Maps to illustrate physical injuries.
• 6. When Should Information be Recorded?
• • Records must be kept from the time that a concern, allegation or
disclosure is made;
• • Each entry must be dated and timed;
• • The name of the person recording the information must be written in
full. Do not use initials.
• 7. How to Record Information
• • All records should be typed and stored electronically. However
contemporaneous notes, written at time
• of disclosure, should be kept in accordance with agency procedures;
• • Any alterations to records must be made by drawing a single line
through a word(s) and signed;
• • Correction fluid must not be used;
• • All records concerned with Safeguarding/child protection are
confidential.
8. • 8. Storing and Filing Information
• • All records or files must be stored in accordance with each agency's
own policies.
• • It may be inappropriate to document/store certain child protection
information in the place normally used
• for service user records if, for example, the person alleged to have
caused harm or associates may
• have access to that record. Advice should be sought from the Agency’s
Safeguarding Lead in this
• instance and agency procedures for the storing of confidential information
followed. Advice should be
• sought from that Agency’s Safeguarding Lead or their line manager if the
Safeguarding Lead is
• conflicted;
• • Each agency should ensure there is a protocol in place detailing the
length of time for which records are
• to be held in line with requirements
