4. What to do if you have concerns about a child

• The general principles of safe and confidential storage of information apply to records about safeguarding, however there are some specific points to consider because of the nature of the information that may be kept:
• Information must be stored securely and in a separate, locked container so that only the manager/SLP and their deputy have ready access to the information
• Electronic records must be stored securely and password protected so that only those that need to access the information are able to do so
• Access to information must be limited to those who need to know. Some information will be shared with staff by the SLP on a 'need to know' basis in the interests of the child
• The SLP is responsible for ensuring that all information recorded and received from case conferences and related meetings is stored confidentially and securely, in a manner that is accessible to those who need to use it, in chronological order.

Things settings need to consider:

In a pack away setting where will the information be kept securely and confidentially when the setting is closed?

• All  information needs  to  be  kept  in  a lockable fireproof  container and stored in a safe place
• If this safe place is the home of the manager, then a risk assessment needs to be undertaken. The container cannot be left in the car, for example, if the person goes shopping on the way home from the end of a session
• The locked storage needs to be kept out of sight and inaccessible to family members
• If the person in charge of the container receives mileage costs, then the car insurance must have the additional cover for work related purposes

How will the early years setting decide who has access to the child protection file?

• All information must be kept in a locked filing cabinet/cupboard
• Any access to the information should be on a 'need to know basis '. Therefore, careful consideration needs to be given as to why a person needs to know the information, i.e. for what purpose?
• If reasonable justification cannot be given, then the person seeking the information should not be given it. For example, will not knowing the information prevents a person from doing their job properly or place a child at risk?
• As general guidance, the manager of the setting, the SLP and the key person for the child might need to have access to the information to ensure they can offer appropriate safeguarding protection

How long does the setting need to keep the information for?

• If it is a Norfolk County Council setting, any information relating to Child in Need should be kept for 25 years. Looked after children (LAC)/safeguarding information should be kept for 75 years
• Settings should follow national guidance - good practice guidance for child protection record keeping 11-record-keeping-guidance_v2.docx (live.com)

What happens to the information if the setting closes down?

• The setting only needs to keep information they generate; they need to secure and retain this information as they are the data owners. Copies of Children's Services reports, police reports and health reports can be destroyed as the setting does not own this information.