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As DSL, you are required to keep records about any safeguarding concerns. You may decide to keep paper records or use electronic storage. Whatever method you choose, make sure it’s secure, and no-one else outside your organisation has access to it.
Accurate and up-to-date records of safeguarding concerns are essential for a number of reasons:
Records do not have to be complex – a simple form can be created. As a minimum, you should create a reporting form, a case file and a concerns log.
This should be a paper-based form or an electronic form which staff and volunteers can use to report a concern.
What to include:
Consider how you will receive the reporting form. If you are using email, or an online form, you must consider the security of the information you receive.
A safeguarding case file is your record, as DSL, of any decision making, actions or information related to the concern. This could be a paper-based file or an electronic file.
What to include:
A safeguarding concerns log is a tool for you, as DSL, to keep a track of the safeguarding concerns reported to you. It could be a paper-based form or electronic file, like a spreadsheet.
The concerns log should give you a quick guide to outstanding cases and actions. It should not include any personal details, which should be kept in the safeguarding case file. The concerns log also helps you to report both internally and externally on the number and types of safeguarding concerns you’re receiving.
There is no one way to set up safeguarding records but there are key things that should be in place.
If you work with children, use NSPCC Learning's guidance for organisations on keeping and storing records.
To keep children and adults safe, information needs to be shared so that decisions can be made about how to protect them.
The law recognises that sharing information is a part of day-to-day safeguarding practice.
It's covered in a range of laws including:
Sharing information is an important part of safeguarding. If the information is confidential, but there is a safeguarding concern, sharing information is allowed both within and between organisations.
In this example, information is being shared to make sure the Selmouth Drop In team can effectively deal with any safeguarding concerns and provide continuity of support.
In this example, information is being shared between organisations, to keep a person safe. In this situation the person has also given permission for the information to be shared.
Wherever possible, always seek consent from the person involved in the concern. Be open and honest with the person about why, what, how and with whom, their information will be shared. For example, are you making a referral because you think they are at risk of harm or are you letting people know for information only?
If you decide to share information after the person refuses permission, you must explain to them why you have made the decision to share without their permission.
If you'd like to share these reasons with colleagues you can use our slideshow of safeguarding reasons for sharing information without consent.
Last reviewed: 06 December 2018Help us improve this content
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