Guidance Twenty One - Record keeping
Introduction
Good record keeping is a fundamental part of good practice. It is particularly important to make clear and detailed written and/or electronic records when abuse is alleged or witnessed and it is important to be as accurate as possible.
General Advice
| Individual organisations will have their own recording/filing system which all staff should be familiar with and follow - this guidance should be used in addition to this rather than instead of. |
When writing and maintaining any records relating to allegations of abuse you should consider the following:
- In some circumstances it would not be appropriate to be taking notes at the time the allegation is being made. Make a written report as soon as possible afterwards. Try to remember what the person said, using their own words and phrases;
- In some circumstances it may be possible to take notes at the time the disclosure is being made. Try and note down what the person actually says, using their own words and phrases;
- In your written report factual information should be clearly separated from expression of opinion;
- Use a pen or biro with black ink if you possibly can;
- Sign, date and time your report;
- Be aware that your report may be required later as part of a legal action or disciplinary procedure or litigation claim;
- During the investigation phase it is particularly important that notes are kept on all interviews/telephone calls/information gathered;
- In all recording, proper consideration must be given to the requirements of the Data Protection legislation;
- Detailed records of abuse should not be kept on an open file unless to do so would impede the Freedom of Information Act 2000
A note from the Police and Crown Prosecution Service regarding record keeping and ‘Third Party Material’: All agencies need to be aware that where there is a criminal prosecution the Police and CPS are required to check whether there is any material that is not in the possession of the Police which may have relevance to the case. For example, health and/or social work records may contain information which is either of evidential value or may be undermining to the prosecution. If this material is of evidential value, the Police may need to take further statements. If the material is undermining or may be of assistance to the defence case, the prosecution team will need access to the material, which may then need to be disclosed to the defence. If the owner of that material does not consent to this, a court order will have to be sought for disclosure. With this in mind, it is essential that staff in all organisations maintain accurate records at all times. |
Referrals
You should keep documented records about a decision whether to refer or not which should be kept on the individual’s record. When a referral is made, you may find it useful to complete:
although these do not need to be sent anywhere and should be kept on the individual’s file.