Record keeping policy

Alongside associated procedures, this policy was adopted by Gan Kinneret Nursery Limited on 29th September 2025.

Aim

We have record keeping systems in place for the safe and efficient management of the provision and to meet the needs of the children. These systems meet legal requirements for storing and sharing information within the framework of the GDPR and the Human Rights Act.

Objectives

Children’s records are kept in personal files, divided into appropriate sections, and stored separately from their developmental records, or are kept electronically on management software systems.
Children’s personal files contain registration information as specified in procedure 07.1 Children’s records and data protection.
Children’s personal files contain other confidential material as required, such as Common Assessment Framework assessments, Early Support information, Education, Health and Care Plans (EHCP), case notes (including recordings of concerns, discussions with parents/carers and action taken), and copies of correspondence and reports from other agencies.
Ethnicity data is only recorded where parents/carers have identified the ethnicity of their child themselves.
Confidentiality is maintained by secure storage of files in a locked cabinet with access restricted to those who need to know. Client access to records is provided for within procedure 07.3 Client access to records.
Staff know how and when to share information effectively if they believe a family may require particular services to achieve positive outcomes.
Staff know how to share information if they believe a child is in need or at risk of suffering harm.
Staff record when and to whom information has been shared, why it was shared and whether consent was given. Where consent has not been given and staff take the decision, in line with guidelines, to override a refusal, the decision is clearly recorded.
Guidance and training for staff specifically covers the sharing of information between professions, organisations and agencies as well as within them. Training arrangements take account of the value of multi-agency as well as single-agency working.

Records held

The following information and documentation are also held:

Name, address and contact details of the provider and all staff employed on the premises.
Name, address and contact details of any other person who will regularly be in unsupervised contact with children.
A daily record of all children looked after on the premises, their hours of attendance and their named key person.
Certificate of registration displayed and shown to parents on request.
Records of risk assessments.
Record of complaints.