Records and Retention Periods Records Retention Children’s and parents records The recommendation is for 7 years after the child has left the including: provision. Attendance Registers Medication Records Special Circumstances: Documents may be required to be kept Parental Permission Forms for 21 years and 3 months or 25 years depending on insurance Contract/Terms and terms and conditions; Conditions Issues of Child Protection • L/A data for funded places A child is badly injured • Diaries 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 21 years and 3 months or 25 years depending on insurance terms and conditions Images of children/families: Photographic/video/audio-visual permissions given by parents Photographs/Videos on behalf of children all images removed or deleted once – Websites child/ren families no longer attend the setting or if permission Social Media Posts has been given by parent to keep images for a purpose Apps (website, social media brochures etc) Cloud Storage Learning Journals All the above should be given to the child’s parents once the Online journals child leaves the setting See GDPR policy and terms and conditions of software company Records of: As these accidents and incidents could result in potential Reportable Death negligence claims, or evolve into a more serious health Injury condition, records should be kept until the child reaches the age Disease of 21 years and 3 months or until the child reaches 25 years old Dangerous Occurrence depending on Insurance terms and conditions Accident/Incident Records RIDDOR Accidents reportable to Ofsted and other organisations such as Reportable accidents RIDDOR. As these incidents could result in potential negligence Accidents and pre-existing claims, or evolve into a more serious health condition, records injuries forms should be kept until the child reaches the age of 21 years and 3 Risk Assessments specific months. to a child Child Protection 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. Staff accidents
Records and Retention Periods Records Retention Children’s and parents records including: Attendance Registers Medication Records Parental Permission Forms Contract/Terms and Conditions L/A data for funded places Diaries The recommendation is for 7 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 21 years and 3 months or 25 years depending on insurance terms and conditions 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 should 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 should be kept until the child reaches the age of 21 years and 3 months or until the child reaches 25 years old depending on Insurance terms and conditions 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 21 years and 3 months. 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.