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18 Case Records and Retention
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83 Warrington Children's Services Procedures Manual
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136 <h1>
136 Case Records and Retention
136 </h1>
142 <div class="well">
142 See also:
142 <a href="g_recording_guide.html">
142 Recording Policy and Guidelines
142 </a>
142 .
144 </div>
152 <div class="section">
152 <h2 id="case_record">
152 1. The Case Record
152 </h2>
153 <p>
153 A written case record must be established and maintained for each child.
153 </p>
154 <p>
154 The record must include:
154 </p>
155 <ul>
156 <li>
156 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;
156 </li>
157 <li>
157 Reports of Health Assessments;
157 </li>
158 <li>
158 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;
158 </li>
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159 Any court order relating to the child;
159 </li>
160 <li>
160 Details of any arrangements for the responsible authority's functions to be discharged by
an independent fostering provider or provider of social work services.
160 </li>
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162 <p>
162 These should be regarded as the minimum requirements for the case record. The Statutory
Guidance recommends that records should also include:
162 </p>
163 <ul>
164 <li>
164 Details of arrangements for contact;
164 </li>
165 <li>
165 Copies of reports provided during court proceedings such as guardian's reports and
specialist assessments;
165 </li>
166 <li>
166 Additional information about educational progress;
166 </li>
167 <li>
167 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;
167 </li>
168 <li>
168 Records of visits; and
168 </li>
169 <li>
169 Other correspondence which relates to the child.
169 </li>
170 </ul>
171 <p>
171 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.
171 </p>
172 <p>
172 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.
172 </p>
173 <p>
173 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.
173 </p>
174 <p>
174 Records should not be amalgamated even in the case of siblings, although a degree of
cross-reference and duplicate entry will be necessary.
174 </p>
175 <p>
175 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 (
175 <a href="http://www.legislation.gov.uk/uksi/2018/152/regulation/4/made" target="_blank"
rel="noopener">
175 s.4 The Adoption and Care Planning (Miscellaneous Amendments) Regulations 2018
175 </a>
175 , amending s.49 of the Care Planning, Placement and Case Review (England) Regulations 2010).
175 </p>
176 </div>
182 <div class="section">
182 <h2 id="retention_conf_rec">
182 2. Retention and Confidentiality of Records
182 </h2>
183 <p>
183 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.
183 </p>
184 <p>
184 The Data Protection Act and General Data Protection Regulations (GDPR) apply to both
paper/manual and electronic records.
184 </p>
185 <p>
185 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:
185 </p>
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188 Click here to view Records Retention Schedule - Children and Families
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188 .
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191 <p>
191 <span class="bold">
191 Important Note
191 </span>
191 : 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
191 <a href="http://www.legislation.gov.uk/ukpga/2005/12/contents" target="_blank"
rel="noopener">
191 Inquiries Act 2005
191 </a>
191 . There is therefore an obligation to preserve records for the Inquiry for as long as
is necessary.
191 </p>
191 (See letter to
191 <a href="files/letter_to_local_authority_ceos.pdf" target="_blank" rel="noopener">
191 Chief Executives of Local Authorities
191 </a>
191 ).
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