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Chapter 57: Inter-Agency Policy for Archiving Child Protection Records

Contents

  1. Introduction
  2. Policy Statement
  3. Guidelines
  4. Implementation of Policy
  5. Audit / Review
  6. Performance Indicators


1. Introduction

This policy was a recommendation from a recent Serious Case Review where agencies had difficulties finding a child's records. Without all the records any investigation required about the input professionals and their agencies had with the child and their family would not be able to give the full account of proceedings. Therefore to improve inter-agency working and identify any lessons that can be learnt by local professionals and organisations, the guidelines below are to be followed

Whenever a Serious Case Review, Inter-agency or management review is to be undertaken all agencies must be able to retrieve their records.


2. Policy Statement

This policy aims to set clear guidelines for the archiving of child protection records. It is expected that agencies will maintain their own records. This policy relates to those records that contain information about children and their families where the child / children has needed a Child Protection Plan or been on the Child Protection Register.


3. Guidelines

It is recommended that Child protection files should be kept within all agencies and archived in accordance with individual agency guidelines for a 100 year period.

  • If a file has not been accessed for at least 25 years then it should be destroyed at this point;
  • If the file is required at any period(s) the 25 years recommences from the point of closure of that episode;
  • Secondary management records are those kept in addition to the main file - the primary record;
  • All files should be stored appropriately to facilitate easy access;
  • Each agency should maintain a list of the people responsible for archiving;
  • Files requested should be produced within one working week.
  • An Index of all records destroyed must be maintained and updated accordingly.


4. Implementation of Policy

It is recommended that this policy is implemented within agencies to ensure timely retrieval of records when required.


5. Audit / Review

The process will be audited by the LSCB Quality Assurance Group three to six months after implementation of policy. The audit will ascertain whether records can be retrieved within one week of request.

The first audit will act as a benchmark for the future.


6. Performance Indicators

Each agency is able to show their guidance for archiving records.

End