| 2.1 | Records must be retained for the following time scales: |
| 2.2 |
Managers may decide to retain records for longer than the minimum periods specified above. Where no period for retention is specified, records should usually be retained for one year after the last contact with the family. There is a discretion to specify a longer period where the circumstances warrant this, for example if a person is known to be violent, records may be retained for longer to indicate the potential risk posed by such a person or if litigation is possible. |
| 2.3 | The date for destruction of a file should be written on its front cover when the file is closed. This date should also be entered on the computer system. |
| 2.4 | If a closed file is subsequently re-opened, care must be taken to erase the date for destruction on the paper and electronic file. |
| 2.5 | Whenever there is the possibility of litigation, the records and information likely to be affected should not be amended or destroyed until the threat of litigation has ended. |
| 2.6 | The ICS system has a facility for maintaining a register of files and their retention dates. Detailed guidance for admin staff is available (See ASSF2: File Retention) |
| 2.7 | In all cases, file destruction should be coordinated with the deletion of any electronic corresponding records. |
5.2.2 Retention of Documentation and Destruction of Files |
SCOPE OF THIS CHAPTER
N.B. This chapter should be read in conjunction with the Principles of Recording set out in Children's Policy, Values and Principles Procedure
Contents
1. Retention of Documentation
All documents, including files, records, photographs, floppy disks and other written or electronic and visual material that originates in connection with social work duties, are the property of the Local Authority.
Under no circumstances should the materials referred to above be retained in the employee’s possession, whether at home or elsewhere.
Staff using computers at home for Council purposes must transfer any material to an office PC by the next working day. Subsequently, all material must be deleted from their personal PC, hard drive or floppy disks on their return home.
This procedure also applies to staff using lap top computers, unless authorised by their line manager. Where authorisation is given, no information should be retained that can identify any client or service user. Line managers will set the terms of any authorisation on a case-by-case basis, which must be noted, particularly in relation to timescales.
Staff are not allowed to remove case files or other documents from their or any other office, whether this is to work at home or for meetings, out of their normal place of work. Exceptions may be agreed on a case-by-case basis by the line manager, which should be noted, particularly in relation to timescales.
Any authorisation's to remove case files or associated documents from the office may be cancelled at any time and their return requested at any time, although reasons should always be given.
Managers should have systems in place to record any removal of documentation from the workplace and their return, with appropriate signatures and dates.
Any breach of these arrangements may lead to disciplinary action being considered.
2. Destruction of Files
When closing a case file, the Senior Care Manager must identify the category of the case and decide upon the appropriate retention period. (See Section 2.1, Records must be retained for the following time scales).
This must be noted on form BO2 and passed to an admin officer who will make record the retention date on ICS (see local procedure ASSF3 for guidance)
End