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12 Case Records and Retention
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199 Children's Services Procedures Manual
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282 <h2>
282 Case Records and Retention
282 </h2>
284 </div>
287 <div id="scope_box">
288 <p>
288 See also
288 <a href="g_recording_guide.html">
288 Recording Policy and Guidelines
288 </a>
289 </p>
290 <h3>
290 AMENDMENT
290 </h3>
291 <p>
291 <a href="#case_record">
291 Section 1, The Case Record
291 </a>
291 was updated in October 2018 in line with Adoption and Care Planning (Miscellaneous Amendments)
Regulations 2018, which permits the transfer of a copy of the child's case record (or part of that
record) to another adoption agency when the local authority considers this to be in the interests
of the child.
291 </p>
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293 <div id="sections">
295 <h3 id="sections_list">
295 Contents
295 </h3>
296 <ol>
297 <li>
297 <a href="#case_record">
297 The Case Record
297 </a>
297 </li>
298 <li>
298 <a href="#retention_conf_rec">
298 Retention and Confidentiality of Records
298 </a>
298 </li>
299 </ol>
300 <h3 id="case_record">
300 1. The Case Record
300 </h3>
301 <p>
301 A written case record must be established and maintained for each child.
301 </p>
302 <p>
302 The record must include:
302 </p>
303 <ul>
304 <li>
304 The child's Care Plan, including any changes made to the Care Plan and any subsequent plans; to
include the health plan, placement plan and personal education plan;
304 </li>
305 <li>
305 Reports of Health Assessments;
305 </li>
306 <li>
306 Any other document created or considered as part of any assessment of the child's needs, or of
any review of their case; including education assessments;
306 </li>
307 <li>
307 Any court order relating to the child;
307 </li>
308 <li>
308 Details of any arrangements for the responsible authority's functions to be discharged by an
independent fostering provider or provider of social work services.
308 </li>
309 </ul>
310 <p>
310 These should be regarded as the minimum requirements for the case record. The Statutory Guidance
recommends that records should also include:
310 </p>
311 <ul>
312 <li>
312 Details of arrangements for contact;
312 </li>
313 <li>
313 Copies of reports provided during court proceedings such as guardian's reports and specialist
assessments;
313 </li>
314 <li>
314 Additional information about educational progress;
314 </li>
315 <li>
315 Copies of all the documents used to seek information, provide information or record views given
to the authority in the course of planning and reviewing the child's case and review reports;
315 </li>
316 <li>
316 Records of visits; and
316 </li>
317 <li>
317 Other correspondence which relates to the child.
317 </li>
318 </ul>
319 <p>
319 It is also recommended that any contribution that the child may wish to make, such as written
material, photographs, school certificates and similar items, should be included. Care must be
taken to ensure that the child retains either copies or originals of information which will form
part of their own progress file to keep with them. Any papers temporarily placed in the record
which are the property of the child should be clearly marked as such.
319 </p>
320 <p>
320 The records should be maintained in such a way that it is easy to trace the process of
decision-making and in particular to identify the views of the child and parents.
320 </p>
321 <p>
321 The child's record should be separate from other records, such as an Adoption Case Record, those
relating to a foster carer or children's home records which are not solely concerned with the
individual child. Where some information on one of these other records is relevant to the child, a
duplicate entry should appear in the child's record.
321 </p>
322 <p>
322 Records should not be amalgamated even in the case of siblings, although a degree of
cross-reference and duplicate entry will be necessary.
322 </p>
323 When adoption is the plan for the child the responsible local authority may transfer a copy of the
child's case record (or part of that record) to another adoption agency when it considers this to be
in the interests of the child, and a written record must be kept of any such transfer. (Section 4
The Adoption and Care Planning (Miscellaneous Amendments) Regulations 2018, amending Section 49 of
the Care Planning, Placement and Case Review (England) Regulations 2010.)
324 <h3 id="retention_conf_rec">
324 2. Retention and Confidentiality of Records
324 </h3>
325 <p>
325 The case record must be kept secure, and any necessary steps taken to ensure that information
contained in it is treated as confidential, subject only to statutory rights of access or court
orders granting access.
325 </p>
326 <p>
326 The Data Protection Act and General Data Protection Regulations (GDPR) apply to both paper/manual
and electronic records.
326 </p>
327 The relevant retention period for a child's record will depend upon the nature of involvement of the
local authority with the child and family:
328 <p>
328 <a href="t_retention_records.html" target="_blank" rel="noopener">
328 Click here to view Children's Services - Retention of Records
328 </a>
328 .
328 </p>
329 <table title="independent inquiry table" style="width:95%" class="table_row_even">
330 <tr>
331 <td>
331 <p>
331 <span class="bold">
331 Important Note
331 </span>
331 : The Independent Inquiry into Child Sexual Abuse requires all institutions to retain their
records relating to the care of children for the duration of the Inquiry under Section 21 of
the
331 <a href="http://www.legislation.gov.uk/ukpga/2005/12/contents" target="_blank"
rel="noopener">
331 Inquiries Act 2005
331 </a>
331 . There is therefore an obligation to preserve records for the Inquiry for as long as is
necessary.
331 </p>
332 <p>
332 (See
332 <a href="files/ret_inquiry_guide.pdf" target="_blank" rel="noopener">
332 Guidance Note: Retention Instructions and Data Protection Requirements
332 </a>
332 )
332 </p>
332 </td>
333 </tr>
334 </table>
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