Safeguarding records
Pupil safeguarding records guidance
The pupil safeguarding records guidance has been reviewed in line with the EU General Data Protection Regulation 2016 that came into force on 25th May 2018.
Additions include:
Additional, editable recording proformas
DSP/L’s role in record keeping
Guidance for DSP/Ls on what they should be recording, regardless of outcome
Recommendations for review/auditing of records
Examples of how to organise records/effective recording systems
What Ofsted may look for
The importance of chronologies
Advice on safeguarding information for adopted children
Information sharing with other agencies, including between settings
Dual registered children/children educated offsite
Moving/transporting of data
Advice on transfer of safeguarding records between settings -maximum of 15 working days
Subject access requests – what to do, exemptions to disclosure, timescales
Advice on retention and destruction of safeguarding records, including Child Sexual Abuse (IICSA/Jay) Inquiry
Escalation routes if you have concerns around record keeping
Records keeping proformas
Auditing safeguarding records: a toolkit for headteachers, DSLs and governors
The purpose of the Safeguarding Records Audit toolkit is to assist the safeguarding team in school (DSL, Headteacher and Child Protection Governor) in auditing record keeping systems so ensure that they support effective safeguarding practice. It has been designed to help safeguarding leads evaluate about what measures are currently in place and any developments that may be required to improve safeguarding practice. Schools can request support or guidance around completing this records audit by emailing their district's link CPSLO; to find your link CPSLO please see:
CPSLO handbook: chapter 2 - Child Protection Schools Liaison team - contact details
Record of Concern (ROC) and DSL checklist
It is recommended that the Headteacher/DSL should complete the checklist/brief audit on the back of the model record of concern form periodically – perhaps a random sample taken every half term. However, the Headteacher/DSL(s) should be monitoring the quality of content on the Record of Concern upon receipt of each Record of Concern to quality assure the recording across the setting and offer further support or training to staff if required. Co-auditing could be completed with the Safeguarding Governor at least annually, although Record of Concerns and Action forms would need to be anonymised for this purpose.
Retention of files: toolkit for schools
The Information and Records Management Society has produce a toolkit for schools setting out retention times for a wide range of records that school hold. The toolkit can be found here:
IRMS: information management toolkit for schools
Please note this document does not only pertain to safeguarding files. The information within this document refers to any files kept in school. There are sections within the guidance however that refer specifically to safeguarding information.