Childrens and Setting Records

Children’s and Setting Records


Children’s records

Policy statement

We have record keeping systems in place that meet legal requirements; the means we use to store and share that information takes place within the framework of the Data Protection Act (1998) and the Human Rights Act (1998).

This policy and procedure is taken in conjunction with the Confidentiality and Client Access to Records Policy and the Information Sharing Policy.


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

 Developmental records

  • These include observations of children in the setting, photographs and samples of their work and summary developmental reports.
  • These are usually kept in the blue room in a locked cupboard when pre-school is closedand can be freely accessedduring opening hours, and contributed to, by staff, the child and the child’s parents.

Personal records

  • These include registration and admission forms, signed consent forms, correspondence concerning the child or family, reports or minutes from meetings concerning the child from other agencies, an ongoing record of relevant contact with parents, 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 locked cupboard in the blue room.
  • Parents have access, 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.
  • We retain children’s records for three years after they have left the setting, except records that relate to an accident or child protection matter, which are kept until a child reaches the age of 21 years. These are kept in a secure place. 

Other records

  • We keep a daily record of the names of the children we are caring for, their hours of attendance and the names of their key person.
  • Issues to do with the employment of staff, whether paid or unpaid, remain confidential to the people directly involved with making personnel decisions.
  • Students who attend the setting are informed that when they are observing in the setting, are advised of our Confidentiality policy and are required to respect it.

Legal framework

  • Data Protection Act (1998)
  • Human Rights Act (1998)

Provider records

Policy statement

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

  • Records pertaining to our registration.
  • Landlord/lease documents and other contractual documentation pertaining to amenities, services and goods.
  • Financial records pertaining to income and expenditure.
  • Risk assessments.
  • Employment records of staff including their name, home address and telephone number.
  • Names, addresses and telephone numbers of anyone else who is regularly in unsupervised contact with the children.

We consider our records as confidential based on the sensitivity of information, such as with employment records. These confidential records are maintained with regard to the framework of the Data Protection Act (1998) and the Human Rights Act (1998). 

This policy and procedure is taken in conjunction with the Confidentialityand Information Sharing Policy.



  • All records are the responsibility of the management team 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.

We notify Ofsted of any change:

  • in the address of the premises;
  • to the premises which may affect the space available to us or the quality of childcare we provide;
  • to the name and address of the provider, or the provider’s contact information;
  • to the person managing the provision;
  • any significant event which is likely to affect our suitability to look after children; or
  • any other event as detailed in the Statutory Framework for the Early Years Foundation Stage (DfE 2014).

Legal framework

  • Data Protection Act 1998
  • Human Rights Act 1998