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Looked After Children
|
Records of children in the care of Blackpool Council (subject to an Order, or accommodated by the Council).
|
Electronic.
|
75 years from Date of Birth or 15 years from Date of Death if under 18 years.
Secure disposal.
|
Children Act 1989, Sections 31, 38, 44 & 49;
Care Planning Placement and Care Review (England) Regulation;
Arrangements for Placement of Children by Voluntary Organisations (and Others)(England) Regulations, Reg 10.
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|
After Care Records
|
Records of young people who are provided with after care under the Children Act. Includes records of Care Leavers.
|
Electronic.
|
75 years from Date of Birth.
Secure disposal.
|
The Children (Leaving Care) Act 2000.
|
|
Child Protection Records
|
Records of children who have been the subject of a Child Protection conference whether or not placed on Child Protection Register.
|
Electronic.
|
35 years after last contact unless ongoing involvement with extended family.
Secure disposal.
|
Children Act 1999;
Children Act 2004.
|
|
Child Protection Conferences
|
Copies of Child Protection Conference minutes and reports. May include details of other professionals as well as the child(ren) and family.
|
Electronic.
|
35 years after last contact unless ongoing involvement with extended family.
Secure disposal.
|
Children Act 1999;
Children Act 2004.
|
|
Child Protection in Schools
|
Any records held by Blackpool Council in relation to child protection in schools including consultation forms and allegation forms.
|
Electronic.
|
85 years from Date of Birth.
Secure disposal.
|
Children Act 2004.
|
|
Local Authority Designated Officer (LADO) Records
|
Contacts, Initial Considerations and Referrals that do not progress
|
Electronic
|
Reviewed 10 Years from closure
Secure disposal.
|
Children Act 2004;
Education Act 2002, Section 175;
Statutory guidance;
‘Working Together to Safeguard Children’ 2023
Safeguarding Children in Education Guidelines 2007.
|
|
Local Authority Designated Officer (LADO) Records
|
Malicious, False or Unfounded Cases
|
Electronic
|
Reviewed 10 Years from closure
Secure disposal.
|
Children Act 2004;
Education Act 2002, Section 175;
Statutory guidance;
‘Working Together to Safeguard Children’ 2023
Safeguarding Children in Education Guidelines 2007
|
|
Local Authority Designated Officer (LADO) Records
|
Unsubstantiated Cases
|
Electronic
|
Records should be retained until the alleged perpetrator reaches the age of 100 years.
|
Children Act 2004;
Education Act 2002, Section 175;
Statutory guidance;
‘Working Together to Safeguard Children’ 2023
Safeguarding Children in Education Guidelines 2007
|
|
Local Authority Designated Officer (LADO) Records
|
Substantiated Cases
|
Electronic
|
Records should be retained until the alleged perpetrator reaches the age of 100 years.
|
Children Act 2004;
Education Act 2002, Section 175;
Statutory guidance;
‘Working Together to Safeguard Children’ 2023
Safeguarding Children in Education Guidelines 2007
|
|
Adoption Records
|
Copies of adoption files including applications and adoption negotiations. Will include prospective and agreed adoptive families and children(s) details.
|
Electronic and paper.
|
100 years after date of Adoption Order.
Secure disposal.
|
Adoption Agencies Regulation 2005;
Disclosure of Adoption Information (Post Commencement Adoptions) Regulations 2005, Section 56.
|
|
Prospective Adopters (Not approved)
|
Records relating to prospective adopters who are not approved
|
Electronic – Stored in dedicated case management system.
Physical – Held in secure on-site storage facility.
|
Destroy 25 years from decisions date
|
Adoption Agencies Regulation 2005;
Disclosure of Adoption Information (Post Commencement Adoptions) Regulations 2005, Section 56.
|
|
Approved Adopters who withdraw before a child is placed
|
Records relating to adopters who withdraw prior to child placement
|
Electronic – Stored in dedicated case management system.
Physical – Held in secure on-site storage facility.
|
Destroy 100 years from the date of withdrawal
|
Adoption Agencies Regulation 2005;
Disclosure of Adoption Information (Post Commencement Adoptions) Regulations 2005, Section 56
|
|
Adoption Agency
|
Adoption agency records
|
Electronic – Stored in dedicated case management system.
Physical – Held in secure on-site storage facility.
|
Destroy 100 years from date of adoption order
|
Adoption Agencies Regulation 2005;
Disclosure of Adoption Information (Post Commencement Adoptions) Regulations 2005, Section 56
|
|
The Court refuses to make an Adoption Order
(incl. Step- Parent Adoption, Overseas Adoption, and Older Child Adoption)
|
The Court refuses to make an Adoption Order
(incl. Step-Parent Adoption, Overseas Adoption, and Older Child Adoption)
|
Electronic – Stored in dedicated case management system.
Physical – Held in secure on-site storage facility.
|
100 years from the date of the decision
(the child is not looked after)
|
Adoption Agencies Regulation 2005;
Disclosure of Adoption Information (Post Commencement Adoptions) Regulations 2005, Section 56
|
|
A freed child never placed for adoption
|
Records relating to freed child never placed for adoption
|
Electronic – Stored in dedicated case management system.
Physical – Held in secure on-site storage facility.
|
Destroy 100 years from the date of Freeing Order
|
Adoption Agencies Regulation 2005;
Disclosure of Adoption Information (Post Commencement Adoptions) Regulations 2005, Section 56
|
|
Natural parents reclaim a relinquished child directly placed for adoption
|
Records relating to circumstances where natural parents reclaim a relinquished child
|
Electronic – Stored in dedicated case management system.
Physical – Held in secure on-site storage facility.
|
Destroy 100 years from the date the child is reclaimed
|
Adoption Agencies Regulation 2005;
Disclosure of Adoption Information (Post Commencement Adoptions) Regulations 2005, Section 56
|
|
Prospective Adopters – Approved and a child placed
|
Records relating to prospective adopters who are approved and have a child placed with them.
|
Electronic – Stored in dedicated case management system.
Physical – Held in secure on-site storage facility.
|
Destroy 100 years from date of adoption order
|
Adoption Agencies Regulation 2005;
Disclosure of Adoption Information (Post Commencement Adoptions) Regulations 2005, Section 56
|
|
Adoption Welfare Supervision Files
|
Welfare Records
|
Electronic – Stored in dedicated case management system.
Physical – Held in secure on-site storage facility.
|
Destroy 100 years from date of adoption order
|
Adoption Agencies Regulation 2005;
Disclosure of Adoption Information (Post Commencement Adoptions) Regulations 2005, Section 56
|
|
Adoption Panel
|
Records of adoption panels including reports and minutes. May include details and contributions from other professionals and panel members.
|
Electronic.
|
100 years after date of Adoption Order.
Secure disposal.
|
Adoption Agencies Regulation 2005;
Disclosure of Adoption Information (Post Commencement Adoptions) Regulations 2005, Section 56.
|
|
Adoption and Special Guardianship Finance
|
Records relating to application for, or award of, finances for adoption and special guardianship cases.
|
Electronic.
|
6 years plus current from date of meeting. Review before disposal.
Secure disposal.
|
Local Government Act 1972, Section 100b;
Local Authorities (Executive Arrangements)(Access to Information)(England) Regulations 2000.
|
|
Child In Need Information/Families in Need
|
All records relating to children in need including those where a case file has not been opened, where the child has not been adopted or subject to a Child Protection Order.
|
Electronic.
|
Until child’s reaches 18 years plus an additional 7 years (25 years from Date of Birth).
Secure disposal.
|
Limitations Act 1980;
Framework for Assessment of Children in Need and their Families (DoH) 2000.
|
|
Preventative Services
|
Copies of files where preventative services have been engaged including Common Assessment Framework.
|
Electronic.
|
25 years from Date of Birth.
Secure disposal.
|
Children Act 2004;
Every Child Matters guidance.
|
|
Multi Agency Therapeutic Records
|
Records relating to the child(ren) and their families where these services have been engaged.
|
Electronic.
|
75 years after Date of Birth.
Secure disposal.
|
N/A
|
|
Residential Services
|
Copies of the care file and accommodation records.
|
Electronic.
|
75 years from Date of Birth or 15 years from Date of Death if under 18yrs.
Secure disposal.
|
Children’s Homes (England) Regulations 2015, Reg 36(2).
|
|
Child Sexual Exploitation
|
Records relating for Child Sexual Exploitation including referrals, investigations and reports.
|
Electronic.
|
Permanent.
|
Children Act 1989, section 47;
Sexual Offences Act 2003;
Anti-Social Behaviour, Crime and Policing Act 2014, Section 116.
|
|
Fostering Services
|
Records for children fostered by Blackpool foster carers.
|
Electronic.
|
75 years from Date of Birth or 15 years from Date of Death if under 18yrs.
Secure disposal.
|
Fostering Services (England) Regulations 2011.
|
|
Foster Carer Records
|
Records of Foster Carers including application and subsequent process.
|
Electronic.
|
10 years from date of approval to terminate a foster carer.
Secure disposal.
|
Fostering Services (England) Regulations 2011.
|
|
Foster Carer Records – Refused/Withdrawn
|
Records of Foster Carers including application and subsequent process where the application has been refused (not approved) or withdrawn.
|
Electronic.
|
3 years from date of decision/withdrawal.
Secure disposal.
|
Fostering Services (England) Regulations 2011.
|
|
Private Foster Care
|
Records for children fostered by private arrangement and supervised by Blackpool Council.
|
Electronic.
|
75 years from Date of Birth or 15 years from Date of Death if under 18yrs.
Secure disposal.
|
The Children (Private Arrangements for Fostering) Regulations 2005;
Children Act 2004, Section 44.
|
|
Out of Area Placements made by Blackpool Council – Child Records
|
Details of out of area placements made by Blackpool Council.
|
Electronic.
|
75 years from Date of Birth or 15 years from Date of Death if under 18 years.
Secure disposal.
|
Arrangements for Placement of Children Regulation 1991, Reg 10.
|
|
Out of Area Placements made by Blackpool Council – Other Records
|
Copies of contracts and financial information for out of area placements made by Blackpool Council.
|
Electronic.
|
6 years plus current year.
Secure disposal.
|
Limitations Act 1980.
|
|
Children Placed
|
Records for Looked After Children who are the responsibility of other local authorities who are placed in the borough of Blackpool.
|
Electronic.
|
Until child reaches 18 years where they do not receive other service from Blackpool.
Where other services received, refer to relevant retention periods.
|
Arrangements for Placement of Children Regulation 1991, Reg 10.
|
|
Welfare Supervision
|
Records relating to children place in Blackpool by other agencies.
|
Electronic.
|
Return to placing agency when contact with adoptive family has ceased.
|
Welfare Supervision.
|
|
Serious Case Reviews
|
All records relating to Serious Case Reviews including final report.
|
Electronic.
|
100 Years following data the review commissioned.
Secure disposal.
|
N/A
|
|
Children’s Centres – Registration
|
Registration forms for Children’s Centre attendance.
|
Electronic and paper.
|
1 year after registration on electronic record.
Secure disposal.
|
N/A
|
|
Children’s Centre Client Files (No Child Protection)
|
Copies of client files including contact sheet, detailed record sheet and referrals where there are no child protection matters.
|
Electronic and paper.
|
Paper – until child’s 6th birthday.
Secure disposal.
Electronic – refer to relevant retention for children’s records.
|
N/A
|
|
Children’s Centre Client Files (with Child Protection)
|
Copies of client files including contact sheet, detailed record sheet and referrals where there are child protection matters.
|
Electronic and paper.
|
Paper – review and include in relevant electronic child’s file/record.
Secure disposal.
Electronic – 35 years after last contact unless ongoing involvement with extended family.
Secure disposal.
|
Children Act 1999;
Children Act 2004.
|
|
Adolescent Service - Homeless S 17 Records
|
Records generated by contact with the service such as casenotes/ interventions & plans
|
Electronic
|
8 years from date of closure/last contact if no other services involved
|
Limitations Act 1980.
|
|
Adolescent Service –
Substance Misuse Records
|
Records generated by contact with the service such as casenotes/ interventions & plans
|
Electronic
|
8 years from date of closure/last contact if no other services involved
|
Limitations Act 1980.
|
|
Adolescent Service –
Sexual Health Records
|
Records generated by contact with the service such as casenotes/ interventions & plans
|
Electronic
|
8 years from date of closure/last contact if no other services involved
|
Limitations Act 1980.
|
|
All Other Children’s Services Records
|
General records relating to Children as held by Blackpool Council.
|
Electronic and paper.
|
Until child’s reaches 18 years plus an additional 7 years (25 years from Date of Birth).
Secure disposal.
|
Limitations Act 1980.
|
|
Business Support
|
Records for the business support function of the Children’s Service.
|
Electronic.
|
Until no longer of effective business use.
Secure disposal.
|
N/A
|
|
Practice Development
|
Details of practice development and professional advice.
|
Electronic.
|
Until superseded.
Secure disposal.
|
N/A
|
|
Register of Persons who Pose a Risk to Children (PWPAR)
|
Register containing details of such persons. Includes name and address.
|
Electronic.
|
Updated when applicable.
75 years from date of caution or conviction.
Secure disposal.
|
Children and Young Persons Act 1933.
|
|
PWPAR Cautions/Convictions
|
Details of people who have been cautioned or convicted of offences against children.
|
Electronic.
|
Updated when applicable.
75 years from date of caution or conviction.
Secure disposal.
|
Children and Young Persons Act 1933.
|
|
For babys Sake - project
|
For an unborn baby subject to a Local Authority Children’s Services’ unborn baby assessment
|
Electronic
|
a) 3 years in cases where the unborn baby assessment leads to no further action and no further contact with Local Authority Children’s Services
b) If the assessment leads to further contact with Children’s Services, retention periods will be as below
|
a) Common practice
b) See below
|
|
For babys sake project
|
For all For Baby’s Sake service users (in line with those accessing early help, family support, ‘Troubled Families’ services and/or children’s centre services)
|
Electronic
|
A minimum of 15 years from creation of the record; some personalised data for longer with consent of service user to help assess the long-term impact of For Baby’s Sake; anonymised data for longer, for evidence and analysis of impact
|
Statute of Limitations Act; insurance requirement
|
|
For babys sake project
|
For those For Baby’s Sake service users assessed by the local authority as a Child in Need (but not adopted or looked after and have not been the subject of a child protection enquiry)
|
Electronic
|
A minimum of 15 years from creation of the record; some personalised data for longer with consent and some anonymised data for longer as above
|
Statute of Limitations Act;
Insurance requirement
|
|
For baby sake project
|
For those For Baby’s Sake service users involved in a child protection enquiry
|
Electronic
|
A minimum of 50 years from the child’s date of birth (some personalised/anonymised data potentially for longer as above)
|
Children Act 1989
|
|
For baby sake project
|
For those For Baby’s Sake service users involved in individual case management of children looked after by the local authority, including children and young people:
· In children’s home
· Fostered by local authority
· On custodianship orders
· On residence orders
|
Electronic
|
A minimum of 75 years from the child’s date of birth (or, if the child dies before the age of 18, for 15 years from the child’s date of birth); (some personalised/anonymised data potentially for longer as above)
|
Reg 50 of the Care Planning and Case Review (England) Regulations 2010
|
|
For baby sake project
|
For those For Baby’s Sake service users involved in individual case management of children adopted via the local authority
|
Electronic
|
A minimum of 118 years from the child’s date of birth; (some personalised/anonymised data potentially for longer as above)
|
Adoption and Children Act 2002 and the Disclosure of Adoption Information (post commencement Adoptions) Regulations 2005
|
|
Youth Justice
|
Appropriate Adult outcome forms and management spreadsheet
|
Electronic
|
18 months after last contact with the child (unless the child is looked after).
Secure disposal or extend if further offence
|
Advice on Information
Management in Youth
Offending Teams (England)
[Youth Justice Board 2011]; Criminal Justice Act 2003; Crime and Disorder Act 1998;
|
|
Youth Justice
|
Pre-court decisions (including prevention and diversion)
|
Electronic
|
3 years from case closure (unless the child is looked after)
Secure disposal or extend if further offence
|
Advice on Information
Management in Youth
Offending Teams (England)
[Youth Justice Board 2011]; Criminal Justice Act 2003; Crime and Disorder Act 1998;
|
|
Youth Justice
|
Statutory Orders
(All Community orders)
|
Electronic
|
5 years from case closure (unless the child is looked after)
Secure disposal or extend if further offence.
|
Advice on Information
Management in Youth
Offending Teams (England)
[Youth Justice Board 2011]; Criminal Justice Act 2003; Crime and Disorder Act 1998
|
|
Youth Justice
|
All custodial orders
|
Electronic
|
10 years from case closure (unless the child is looked after)
Secure disposal or extend if further offence
|
Advice on Information
Management in Youth
Offending Teams (England)
[Youth Justice Board 2011]; Criminal Justice Act 2003; Crime and Disorder Act 1998;
|
|
Youth Justice
|
Serious Offences (as defined in section 224(1) and specified in Schedule 15 of the Criminal Justice Act 2003) Case Files
|
Electronic
|
100 years from action date.
Secure disposal or extend if further offence
|
Criminal Justice Act 2003; Crime and Disorder Act 1998;Serious Crime Act 2015; Sexual Offences Act 2003; Corners and Justice Act 2009
|
|
Youth Justice
|
Specified Offences (as defined in section 224(2) of Criminal Justice Act 2003) Case Files
|
Electronic
|
100 years from action date.
Secure disposal or extend if further offence
|
Criminal Justice Act 2003; Crime and Disorder Act 1998;Serious Crime Act 2015; Sexual Offences Act 2003
|
|
Youth Justice
|
Remands to Youth Detention Accommodation and Remands to the care of the Local Authority (where the child becomes looked after)
|
Electronic
|
75 years from action date.
Secure disposal or extend if further offence
|
Care Act 2014; Advice on Information
Management in Youth
Offending Teams (England)
[Youth Justice Board 2011]; Criminal Justice Act 2003; Crime and Disorder Act 1998;
|
|
Youth Justice
|
Bail support packages imposed by the court (Including Intensive Supervision and Surveillance and Bail to reside as directed)
|
Electronic
|
3 years from case closure (unless a looked after child)
Secure disposal or extend if further offence
|
Advice on Information
Management in Youth
Offending Teams (England)
[Youth Justice Board 2011]; Criminal Justice Act 2003; Crime and Disorder Act 1998;
|
|
Youth Justice
|
Victims Information (shared with the YJS by Police with victim’s consent)
|
Electronic
|
6 months from closure of the child’s record.
Secure disposal or extend if repeat victim.
Cross references must be made for all victims files.
|
Advice on Information
Management in Youth
Offending Teams (England)
[Youth Justice Board 2011]; Criminal Justice Act 2003; Crime and Disorder Act 1998;
|
|
Youth Justice
|
Parents/ Carers
|
Electronic
|
At the time of the disposal of the child’s YJS intervention record. Need to ensure that the parent/carer isn’t linked to a sibling/another child before destroying.
Checks to include Family Hubs and/or CCIS modules prior to removing.
Secure disposal or extend if open to another sibling/other part of Children’s Services
|
Care Act 2014; Advice on Information
Management in Youth
Offending Teams (England)
[Youth Justice Board 2011]; Criminal Justice Act 2003; Crime and Disorder Act 1998
|
|
Youth Justice
|
Performance Monitoring Audit Files
|
Electronic
|
2 years from audit being undertaken
Secure disposal
|
Care Act 2014; Advice on Information Management in Youth Offending Teams (England) [Youth Justice Board 2011]; Criminal Justice Act 2003; Crime and Disorder Act 1998
|