Retention and Destruction Criteria
This guidance is to help multi-agency managers and practitioners make appropriate decisions about the retention of case records in respect of the following records and provide guidance about when these records can be destroyed: Child Protection Records Initial Child Protection Conference records Child Protection Review Conference records Strategy Meetings Core Group Section 47 enquiry Child Protection Plans Child in Need Plans
The procedure also covers the records and minutes related to the Sunderland Safeguarding Children Board including the Child Protection Register and the List of children who are the subject of a Child Protection Plan.
In these procedures reference to files and records includes both paper and electronic records. If a paper file is held then consideration may be given to storing this file electronically and the paper file may then be destroyed. Agencies should seek legal advice prior to destroying any records.
When will the Review Period Commence? See Appendix 1 for the timescales.
Who will Review the Records? Each organisation will identify a Senior Manager who will undertake the function of retrieving which these procedures apply.
The Business Manager will undertake this function on behalf of the SSCB records.
What criteria will be considered when receiving the record? Whether there has been any recent contact on the records which would require the record to be retained. Whether there has been any recent press and media interest in the matter. The serious nature of the concerns in respect of the matter.
Agreed: 21.10.09 Page 1 of 4 Legal advice should be sought by the Senior Manager/ Business Manager if they have any concerns regarding the destruction criteria being implemented.
If the records are not destroyed it will be necessary to give the records a new retention period in line with the current guidelines.
The attached sheet will be used to record the file review.
Agreed: 21.10.09 Page 2 of 4 Sunderland Safeguarding Children Board Review of case files records
Subject:
Scheduled Destruction Date:
Date of Review:
Outcome and reason for decision:
New Destruction Date:
Review undertaken by:
Dated:
Agreed: 21.10.09 Page 3 of 4 Appendix 1 Record Retention Criteria Record Retention Period Period Commences
Serious Case Review Documents 100 years Date agreement given to commence review Management Review Documents 100 years Date agreement given to commence review Multi Agency File Audit Documents 100 years depending on seriousness x Date agreement given to commence review LSCB Board & Subgroup records and procedures Electronic records to be subject to review Date of meetings/start date of Child Protection Register and List of children subject every 10 years procedure of a Child Protection Plan Permanent – review 70 years and offer to Archive service Child Protection Records 35 years Offer to Archive Service
Initial Child Protection Conference records 35 years Date of closure of file
Child Protection Review Conference records 35 years Date of closure of file
Strategy Meetings 35 years Date of closure of file
Professional strategy meetings Professionals’ normal retirement age or 10 Date of closure of file years after closure, whichever is longer Core Group 35 years Date of closure of file
Section 47 35 years Date of closure of file
CP Plans 35 years Date of closure of file
Child in Need 35 years Date of closure of file
Agreed: 21.10.09 Page 4 of 4