Education Adviser, Lucie Welch, discusses how your setting can establish robust record-keeping and secure information-sharing processes to strengthen your safeguarding and keep every child in your school protected… 

Child safety is every school’s top priority, yet safeguarding effectively is becoming increasingly complex. In 2023, 93% of teachers reported rising safeguarding concerns, particularly around neglect and abuse. This underlines the urgent need for schools to strengthen safeguarding systems and build a consistent culture of protection. 

In this article, we share practical record-keeping and information-sharing advice for safeguarding practitioners, supported by expert insight from our Education Adviser, Lucie Welch.  

From understanding the 7 golden rules of information sharing in safeguarding to knowing how long you need to keep safeguarding records, this guidance will help schools create reliable processes that protect children and support staff in their duty of care. 

Prefer to watch? See the full webinar here: 

The Importance of Record Keeping in Safeguarding 

Every education professional has a duty to uphold safeguarding standards, but it is the responsibility of the school to provide the systems and processes that make it possible. “Using risk assessments and early help procedures allows schools to triangulate information and take swift action in order to protect children,” explains Lucie Welch, highlighting the importance of accurate documentation in building a clear picture. 

From targeted support such as counselling, learning mentors, and parenting guidance, to multi-agency collaboration,  accurate records allow schools to act swiftly where risks are identified. 

Key Principles of high-quality Record Keeping

How can we ensure that our record keeping is truly high-quality and not just a box ticking exercise? We all know that it is something we HAVE to do, but how can we instil in our staff, just how important these records are? 

The key principles of high-quality record keeping are on the screen, let’s start with…. 

1. Accuracy: 

All records must be factual and objective. Staff need to avoid assumptions, personal opinions and subjective language.  

Stick to concrete details like dates, times, and direct observations. Use neutral language, avoiding emotional terms. Ensure everything is unbiased and free from personal beliefs or prejudices, as all children deserve fair and impartial treatment.  

We also need to ensure that the child’s voice and own words are recorded accurately too. 

2. Timeliness: 

Timeliness in record-keeping is crucial for accuracy and comprehensive safeguarding. Records should be made promptly after any incident or observation to prevent forgetting or misremembering details.  

Regular updates are also necessary to reflect changes in a child’s situation, new information from parents or assessments, and activities undertaken with the child, ensuring all involved professionals have access to the most current information. 

3. Clarity – a vital principle and one of the most important: 

Records should use simple, jargon-free language accessible to all professionals, regardless of their background. Information should be well-organised for easy navigation.  

Records should be concise and focused, avoiding excessive detail while ensuring all key information and pre-defined criteria are included. There is a balance to be found between too much information and too little, and staff should be shown exactly what they need to include. 

4. We all know how important confidentiality is in Safeguarding and record keeping is one of the key elements of this: 

To comply with GDPR regulations, all records, whether digital or paper-based, must be stored securely and access should be limited, but not to a single individual to avoid a single point of failure.  

When sharing information with other professionals, only necessary details should be shared securely and appropriately. Clear protocols for data handover are essential when a child moves to another setting, ensuring relevant information is shared on a need-to-know basis. 

5. Next, there’s legality, which is one of the most crucial areas to get right: 

Records must adhere to data protection laws like GDPR, requiring proper consent, lawful processing, and robust security. Safeguarding leads must ensure all practices align with legal and statutory obligations, including the Children Act 1989 and Keeping Children Safe in Education. 

6. And finally, we have completeness: 

Comprehensive records are vital for effective safeguarding. They must include all relevant details: dates, times, the child’s own words, the incident that triggered the concern, staff observations, actions taken, and discussions with others. These records should provide a complete and accurate portrayal of the child’s situation to guide decisions and support planning. 

What Do We Need to Record? 

Maximising all record-keeping safeguarding channels within schools will ultimately strengthen the overall safeguarding standards. Beyond the general safeguarding entries, safeguarding practitioners should think about other avenues. 

Here are some examples: 

• Incident or concern reports and body maps. 

• Child protection plans and meeting notes. 

• Safeguarding-related risk assessments. 

• Meeting minutes. 

• Communication logs (parents, external agencies).  

• Staff training records.  

• Audit and review information.  

Who Should We Share It With? 

In addressing the importance of the why and what behind information sharing advice for safeguarding practitioners, now let’s look at who we can share the information with: 

• Children’s social care. 

• Police or Youth Justice 

• Health Services. 

• DSLs in other schools and settings.  

• Parents and families.  

• Housing Support.  

• Other local Early Help support services. 

Through the collaboration of multiple agencies and organisations, we can form a holistic approach crucial to the overall wellbeing of children at risk.   

Safeguarding and Data Protection 

Protecting the privacy rights of children goes hand in hand with data protection regulations. These regulations include: 

• GDPR requirements and legislation.  

• Safe information and data sharing.  

• Collection, collation, and retention of records. 

• Secure storage of records.  

• Rights and consent.  

Ensure all documentation is safely secured, limiting access to people on a need-to-know basis. This includes encrypting all online records during storage and transfer, while all paper records should be locked in a safe filing place. 

The Legalities of Information Sharing in Safeguarding 

The law is clear around information sharing and there is clear guidance from the DfE around what can be shared, with whom and when. These rules are based on regulations and legislation put forth by GDPR, The Children Act (1989), and Keeping Children Safe in Education. 

‘The 7 Golden Rules of Information Sharing Safeguarding’ are designed to help professionals share information lawfully and ethically:  

The 7 Golden Rules of Information Sharing Safeguarding: 

1. Protecting a child from abuse or neglect takes priority over their privacy or the privacy of those causing the harm or failing to protect them. 

2. Wherever it is practicable and safe to do so, engage with the child and/or their carers and explain who you intend to share information with, what information you will be sharing, and why.  

3. You do not need to consent to share personal information about a child and/or members of their family if a child is at risk or there is a perceived risk of harm.  

4. Seek advice promptly whenever you are uncertain or do not fully understand how the legal framework supports information sharing in a particular case. 

5. When sharing information, ensure you and the person or agency/organisation that receives the information take steps to protect the identities of any individuals.   

6. Only share relevant and accurate information with individuals or agencies/organisations that have a role in safeguarding the child and/or providing their family with support, and only share the information they need to support the provision of their services.  

7. Record the reasons for your information-sharing decision, irrespective of whether or not you decide to share information.  

Strengthen Your Safeguarding with SFE 

Strong safeguarding relies on accurate records, timely information sharing, and complete compliance with statutory guidance. 

At SFE, we provide multi-award-winning training services from ex-DSLs and teachers. From statutory training courses to online mentoring and tailored support, we’re here to strengthen your safeguarding culture. 

For more insights and resources about record keeping and information sharing in safeguarding, explore the safeguarding section on our website. Alternatively, for further help and guidance, please get in touch.  

If any of this has got you thinking and you’d like more support or advice, our expert RSHE and Safeguarding Advisers can help. Contact us on hello@servicesforeducation.co.uk for more information. 

If you found this blog useful, you may also be interested in reading the following blogs: 

  High Quality Reporting and Recording: FREE Resource

Created by our experienced advisers, this free resource provides teachers and DSLs with high-quality reporting and recording tips, discussing the types of disclosure and the key actions that should be taken.

download here

  About the Author

Lucie Welch – Adviser, Services For Education

Lucie Welch has worked in the field of Primary Education for the last 15 years, holding the positions of Assistant Head of School, Designated Safeguarding Lead, Attendance Lead and Designated Teacher for Looked After Children. Through working across several local authorities and within multi-academy trusts, Lucie has garnered a passion for safeguarding and supporting children and young people to enable them to thrive.

At Services For Education, Lucie is an integral part of the Safeguarding team, sharing her expertise with schools, colleges, trusts, and other educational settings across the city of Birmingham and beyond. Dedicated to improving safeguarding practices in an actionable and impactful way, Lucie works closely with settings to provide bespoke training, supports with reflection on their own practices during Safeguarding audits and always strives to contribute to a better learning environment for all children. Through delivery of statutory training for DSLs and Safer Recruitment, Lucie works with colleagues in all age ranges and is a source of expertise within these areas.

Lucie also wears other important hats within the School Support Team. Not only is she dedicated to ensuring the safety and well-being of students through her role in safeguarding, but she also plays a key part in the PSHE/RSE and Health for Life teams. Additionally, Lucie partners with the Best Practice Network to deliver the Early Career Framework, supporting new teachers in their professional development.