Record Keeping Policy

There are record keeping systems in place that meet legal requirements; means of storing and sharing that information take place within the framework of the Data Protection Act and the Human Rights Act.

This policy and procedure is taken in conjunction with the Confidentiality Policy and our procedures for information sharing.

  • In accordance with the statutory requirements of the EYFS we will maintain suitable records, policies and procedures as required for the efficient and safe management of the pre-school and to promote the welfare, care and learning of the children who attend.
  • Staff will regularly observe children’s development and keep records that help them meet each child’s needs. Children’s records are openly shared with parents and their contributions are valued. These records will include a visual account of the child’s time spent with us which will include samples of `work`, photographs and written accounts of the child’s development plus parents contributions. This latter record will be given to the child’s parents when they leave us.
  • Any information relating to a child’s Special Educational Needs or concerning Child Protection issues will be kept in a separate confidential folder in a lockable office.
  • Parents will be required to complete an application form giving details of the child’s name, address and date of birth, plus medical details such as allergies or special needs. The parents contact details will also be recorded together with emergency contacts. Members of staff, students and agency staff will also be required to provide details of next of kin, who can be contacted in case of emergency.
  • A daily record of attendance will be taken for children, staff and visitors and all accidents/incidents will be recorded in the appropriate book. In addition a record of any medication administered will also be maintained.
  • The Management team will ensure that suitable records are maintained pertaining to Employment Legislation, eg Inland Revenue, copies of staff contracts, etc.
  • As an organisation using the DBS service to help us assess the suitability of applicants, Heavitree Community Pre-school complies fully with the DBS Code of Practice regarding the correct handling, use, retention and disposal of Disclosures and Disclosure information. We also comply fully with our obligations under the Data Protection Act 1998 and other relevant legislation pertaining to the safe handling, use, storage, retention and disposal of Disclosure information.
  • Disclosure numbers will be held in our occupational file.  It is a criminal offence to pass this information to anyone who is not entitled to receive it. Once a recruitment (or other relevant) decision has been made, we do not keep Disclosure information for any longer than is necessary. If, in very exceptional circumstances, it is considered necessary to keep disclosure information for longer than 1 month, we will consult DBS about this and will give full consideration to the data protection and human rights of the individual before doing so. Once the retention period has elapsed, we will ensure that any Disclosure information is immediately destroyed by secure means. We will not keep a photocopy of the Disclosure or any copy or representation of the contents of a Disclosure. However, we will keep a record of the date of issue of a Disclosure, the name of the subject, the type of Disclosure requested, the position for which the Disclosure was requested, the unique reference number of the Disclosure and the details of the recruitment decision taken.
  • We keep records for the purpose of maintaining our business these include :
  • Our registration document
  • Lease contract
  • Financial records
  • Risk Assessments
  • Employment records of staff
  • Insurance documents
  • All records are kept in an orderly way in files and filing is kept up-to-date.
  • All policies are kept in a file in the office.

Legal Framework
  • Data Protection Act 1998
  • Human Rights Act 1998