What records should kinship carers keep?

Kinship carers should keep an organised record of the child’s care, the arrangements supporting them and any professional decisions made about their upbringing. Good records provide an accurate account of what has happened, help different professionals understand the child’s circumstances and give carers a reliable reference when arrangements are reviewed or questioned.

Keep a dedicated record for the child. A paper folder, secure digital file or combination of both can be used, provided information is protected from unauthorised access. Separate confidential documents from everyday notes, and use clear dates on every entry. Avoid relying on memory or keeping important information across informal text messages, social media conversations and loose pieces of paper.

Useful information to organise includes:

• the child’s essential personal details, including relevant allergies, routines, preferences and emergency information;
• copies of care plans, placement agreements, court documents, written permissions and other formal arrangements;
• the names and contact details of professionals involved in the child’s care, together with the purpose of their involvement;
• notes of telephone calls, meetings and visits, including who attended, what was discussed and whether any action was agreed;
• information about services or activities the child is accessing, including instructions that affect their care;
• a record of questions raised with professionals and the answers or advice received; and
• copies of letters, emails, reports and completed forms, stored in date order where possible.

Make entries factual and specific. Record what was seen, heard or agreed rather than presenting assumptions as facts. If you need to describe the child’s words, use their own wording where you can and distinguish it from your interpretation. A useful entry should identify the date, approximate time, people involved, what happened, what action was taken and whether further action is needed. If you make a mistake, draw a line through the incorrect wording and add the correction with the date; do not delete or rewrite an original record in a way that could cause confusion.

Record decisions and disagreements. If a professional, parent or other person involved in the arrangement expresses a different view, note the issue, the advice given and what was ultimately agreed. Where there is no agreement, record that clearly and identify who is expected to resolve the matter. This can be particularly helpful where responsibility for a decision depends on the child’s legal status or on a court or local authority arrangement.

Keep evidence of agreed responsibilities. Verbal arrangements can be misunderstood, so ask for important instructions or changes to be confirmed in writing. File the confirmation with the relevant plan or agreement. If an arrangement changes, retain the previous version and mark which document is current rather than discarding information that may later explain how the care plan developed.

Use a separate log for events that require follow-up. A simple table can show the date, issue, person contacted, advice received, action taken and outcome. Review this log regularly so that unanswered questions, promised documents and referrals are not forgotten. If a matter affects the child’s immediate safety, follow the relevant safeguarding or emergency procedure rather than waiting to complete paperwork.

Protect the child’s privacy. Store records securely, use strong passwords for digital files and avoid leaving sensitive papers where visitors or other children can read them. Do not post information about the child, their family or their circumstances online. Share records only with people who have a legitimate role in supporting the child, and check with the child’s social worker or another appropriate professional if you are unsure whether information should be disclosed.

Keep records for as long as they are needed for the child’s care, legal position, financial administration or any review, while following instructions from the local authority or other relevant professionals about retention and disposal. When information is no longer required, destroy paper copies securely and permanently delete electronic copies where appropriate. Do not throw confidential paperwork into ordinary household recycling.

It is also helpful to involve the child appropriately. Their age, understanding and wishes should guide what is recorded and how information is explained to them. A child should not be encouraged to keep secrets about matters affecting their safety or care, and sensitive family information should be handled with particular care. Ask the social worker for guidance if you are uncertain what the child should be shown or told.

If records are incomplete, begin with a straightforward system rather than trying to recreate every detail. Add a note explaining when the record was started and identify any information that is based on recollection. A social worker, family support worker or legal adviser can help clarify which documents should be kept for the particular kinship care arrangement.