Carmel Caterpillars Preschool

Carmel Caterpillars Pre-School

Record Keeping Policy and Procedures

Policy Statement

We have record keeping systems in place that meet legal requirements, means of storing and sharing information, that take place within the framework of the General Data Protection Regulation (2018) and the Human Rights Act.

We keep records for the purpose of maintaining our business. These include:

• Records pertaining to our registration
• Landlords/Lease documents
• Financial records pertaining to income and expenditure
• Risk assessments
• Employment records of staff

Our records are regarded as confidential on the basis of sensitivity of information, such as with regards to employment records, and these are maintained with regard to the General Data Protection Regulation (2018) and the Human Rights Act. 

This policy and procedure works alongside the Confidentiality policy. 

Procedures

We keep two kinds of records on children attending our setting:

Developmental Records 

• These include observations of children in the setting, photographs, video clips and samples of their work and summary developmental reports. These are usually kept in a locked cabinet under the stage. However they can be freely accessed, and contributed to, by staff, the child, and the child's parents. 

Personal Records

• These include registration and admission forms, signed consent forms, and correspondence concerning the child or family, reports or minutes from meetings concerning the child from other agencies, and observations by staff on any confidential matter involving the child, such as developmental concerns or child protection matters.
• These confidential records are stored in a lockable cabinet and are kept secure by the person in charge, under the stage. 
• Parents have access, in accordance with our Client Access to Records policy, to the files and records of their own children, but do not have access to information about any other child. 
• Staff will not discuss personal information given by parents with other members of staff, except where it affects planning for the child's needs. Staff induction includes an awareness of the importance of confidentiality in the role of the key person. 
• See attached sheet for information in relation to retaining children's records after they have left the setting. 

Other Records

• Issues to do with employment of staff, whether paid or unpaid, remain confidential to the people directly involved with making personnel decisions.
• Students, when observing in the setting, are advised of our confidentiality policy and are required to respect it.

Provider Records

• All records are the responsibility of the management who ensure they are kept securely.
• All records are kept in an orderly way, in files, and filing is kept up to date.
• Financial records are kept up to date for audit purposes.
• Health and safety records are maintained; these include risk assessments, details of checks or inspections and guidance etc.
• Our Ofsted registration certificate is displayed.
• Our Public Liability insurance certificate is displayed.
• All our employment and staff records are kept securely and confidentially. 

Legal Framework

• General Data Protection Regulation (2018)
• Human Rights Act 1998

Length of time paperwork to be kept

Children's Records 

Attendance records.................................................................................till age 21

Child accident/Incident............................................................................till age 21

Child Information records........................................................................2 years

Observations/Development records .......................................................to be given to parents/carers when they leave

Staff/personnel records...........................................................................6 years

Health and Safety records.......................................................................2 years

Job Applications......................................................................................1 year

Any other job application paperwork.......................................................1 1/2 years

Allegations/complaints (unfounded)........................................................2 years

Training Files...........................................................................................5 years

Accounts..................................................................................................7 years

Staff accident/Incident forms...................................................................10 years

Pay slips/P30 P65 P45 etc.......................................................................6 years               

The original of this document was signed on behalf of Carmel caterpillars Pre-School Committee by the current Chairperson