Record keeping policy
Alongside associated procedures, this policy was adopted by [insert name of provision] on [inset date].
Aim
We have record keeping systems in place for the safe and efficient management of the provision and to meet the needs of the children; that meet legal requirements for the storing and sharing of information within the framework of the GDPR and the Human Rights Act.
Objectives
· Children’s records are kept in personal files, divided into appropriate sections, and stored separately from their developmental records, or are kept electronically on management software systems.
· Children’s personal files contain registration information as specified in procedure 07.1 Children’s records and data protection.
· Children’s personal files contain other material described as confidential as required, such as Early Help Assessments, Early Support information or Education, Health and Care Plan (EHCP), case notes including recording of concerns, discussions with parents/carers, and action taken, copies of correspondence and reports from other agencies.
· Ethnicity data is only recorded where parents/carers have identified the ethnicity of their child themselves.
· Confidentiality is maintained by secure storage of files in a locked cabinet with access restricted to those who have a right or professional need to see them. Client access to records is provided for within procedure Client access to records.
· Staff know how and when to share information effectively if they believe a family may require a particular service to achieve positive outcomes.
· Staff know how to share information if they believe a child is in need or at risk of suffering harm.
· Staff record when and to whom information has been shared, why information was shared and parental consent will be sought where appropriate; however, consent is not required where there is a safeguarding concern, a statutory duty to share information, or another lawful basis for disclosure.
· Where consent has not been given and staff have taken the decision, in line with Information Sharing Duty, to override the refusal for consent, the decision to do so is recorded.
· Guidance and training for staff specifically covers the sharing of information between professions, organisations, and agencies as well as within them, and arrangements for training takes account of the value of multi-agency as well as single agency working.
Records
The following information and documentation are also held:
- name, address and contact details of the provider and all staff employed on the premises
- name, address and contact details of any other person who will regularly be in unsupervised contact with children
- Information about staff qualifications, identity checks and references that have been completed during the recruitment process
- a daily record of all children looked after on the premises, their hours of attendance and their named key person
- certificate of registration displayed and shown to parents/carers on request
- records of risk assessments
- record of complaints and their resolutions
- record of accidents or injuries and first aid treatment. to include steps that were taken and if incidents were reported to Health and Safety Executive (HSE) and/or Ofsted.
- record of any safeguarding allegations against a member of staff, visitors or volunteers
Legal references
General Data Protection Regulation 2018
Freedom of Information Act 2000
Human Rights Act 1998
Statutory Framework for the Early Years Foundation Stage
Data Protection Act 2018
Further guidance
Information Sharing Duty Business management mini-guide (Alliance publication)
Policies & Procedures for the EYFS 2026/27 (Early Years Alliance 2026)