Records and Retention Periods

Children’s and parents records including:

Attendance Registers
Medication Records
Parental Permission Forms
Contract/Terms and Conditions
Personal data for funded places
Daily Diaries
Child record form

We keep these records for a recommended seven years after the child has left the provision.

Special Circumstances: Documents may be required to be kept for 21 years and 3 months or 25 years depending on insurance terms and conditions;

• Issues of Child Protection

• A child is badly injured

• A child is on regular medication

• Child has severe allergies

• Child has serious illness

Attendance and medication records in relation to the above circumstances will need to be retained for 25 years.

Images of children/families:

Photographs/Videos
Websites
Social Media Posts
Apps
Cloud Storage
Learning Journals
Online journals
Photographic/video/audio-visual permissions given by parents on behalf of children – all images removed or deleted once child/ren families no longer attend the setting or if permission has been given by parent to keep images for a purpose (website, social media brochures etc)
All the above will be given to the child’s parents once the child leaves the setting
See GDPR policy and terms and conditions of Software Company

Records of:

Reportable Death
Injury
Disease
Dangerous Occurrence
Accident/Incident Records
RIDDOR
Reportable accidents
Accidents and pre-existing injuries forms
Risk Assessments specific to a child
Child Protection
Staff accidents
As these accidents and incidents could result in potential negligence claims, or evolve into a more serious health condition, records will be kept until the child reaches the age of 25 years.
Accidents reportable to Ofsted and other organisations such as RIDDOR.
As these incidents could result in potential negligence claims, or evolve into a more serious health condition, records should be kept until the child reaches the age of 25 years.
Records of any reportable death, injury, disease or dangerous occurrence (for children) 3 years after the date the record was made.
Type of Accidents:
Fractures, broken limbs, serious head injuries, hospitalised.
Must be kept for the recommended Local Safeguarding Children Boards retention period until the child/young person has reached 25 years old.

Records;

Visitors Book

Ofsted Reports

Complaints record book

Visitors book will be kept between inspection periods as a minimum.

Ofsted reports will be kept between inspection periods

Complaints records will be kept for 3 years from the date of the record or if, within that time, the complaint is investigated and dealt with as part of an Ofsted inspection then it can be removed.

Special Circumstances: Documents may be required to be kept for 25 years.

• Issues of Child Protection

• A child is badly injured

• A child is on regular medication

• Child has severe allergies

• Child has serious illness

Insurance certificates

All public liability insurance certificates are kept. We keep a complete record of our employers’ liability insurance. This is because some diseases can appear decades after exposure to their cause and former or current employees may decide to make a claim against their employer for the period they were exposed to the cause of their illness.

Employers that fail to hold the necessary insurance details risk having to meet the costs of such claims themselves.

See Insurance Company terms and conditions

Data Protection (GDPR) audit will be reviewed and updated annually.

Health and Safety

Risk Assessments

Minimum of 3 years from date recorded.

Accident/medical records as specified by the Control of Substances Hazardous to Health Regulations (COSHH)

40 years from the date of the last entry

Assessments under Health and Safety Regulations and records of consultations with safety representatives and committees.

Permanently

Child Protection;

We keep a clear and comprehensive summary of:

• Allegations made

• Any action taken

• Decisions reached

These details are kept in a person’s confidential personnel file and a copy given to the individual. Such information should be retained on file, including people who leave the organisation, at least until the person reaches normal retirement age, or for 10 years if that is longer.

Last updated March 2020 BACK TO POLICIES