Child protection records retention and storage

• Safeguarding concerns should in the first instance be reported to one of South Brent Amateur Dramatic Society (SBADS) nominated leads for safeguarding.
• The safeguarding lead will determine if the concern is a safeguarding issue (the threshold has been met).
• If the concern/incident does not meet the threshold, no record will be made but appropriate advice will be given and the parents/guardians of those concerned will be advised accordingly.
• If the incident is deemed to meet the threshold a note will be made of – the reporting person, time, date, method of report (text, phone, in person, etc), a brief summary of the concern and who is involved. This will be recorded on a Safeguarding form, which will allow for running notes and appropriate updates as required. As soon as is practicable the child or vulnerable persons parent/guardian/carer will be informed and advised that a record exists.
• The safeguarding lead will address the matter, involving other agencies as necessary, with the objective of safeguarding all those concerned. When the matter is concluded the incident will be closed. This will need to be a joint decision with all the parties involved and recorded accordingly.
• Any documents will be sealed in an envelope and signed and dated across the seals by the safeguarding lead and at least one of the officers of the society (Chair, Treasurer or Secretary). The envelope will then be securely stored by the SBADS Chair for a maximum of 2 (?) years. The committee will be informed at the end of this period when the envelope is due to be securely destroyed. With their agreement the envelope will be destroyed.
• Should any of the parties/agencies involved wish to see the documents during the intervening period, a request in writing to the committee will be required with the reasons why. This will be reviewed by the safeguarding lead in conjunction with the society’s senior safeguarding officer. They will be responsible for providing the information, or refusing to provide information, respecting confidentiality and redacting any parts of the documents which are deemed inappropriate. Once this process is concluded the same procedure for storage will be followed as above, with the same date for destruction, unless it is deemed necessary to alter this.