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Safeguarding records

Last updated on 03 November 2020

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 audit toolkit is to assist the safeguarding team in school (DSP, 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.

Record of Concern (ROC) and DSL checklist

It is recommended that the Headteacher/DSP should complete the checklist /brief audit on the back of the model record of concern form periodically – perhaps a random sample taken of one concern form every half term. The Headteacher/DSL (s) should however be informally monitoring the content of these forms upon receipt on an ongoing basis. Co-auditing could be completed with the CP Governor at least annually, although record of concerns 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.

First published 23 July 2020 - Last updated on 03 November 2020