Policy
Nursery record keeping policy
The University of Dundee Ltd recognise that by efficiently managing our records, we will be able to comply with legal and regulatory obligations and to contribute to the effective overall management of the nursery.
Updated on 12 May 2023
Retention Periods for Records
This policy is subject to the laws relating to General Data Protection Regulation and document retention.
We are required under legislation to keep certain records about children, parents and staff members. Due to this legislation, we are required to keep this information for a set amount of time. This policy should be used in conjunction with the Access and Storage of Information policy, the General Data Protection Regulation Private Notice and Confidentiality policy.
The University of Dundee Ltd recognise that by efficiently managing our records, we will be able to comply with legal and regulatory obligations and to contribute to the effective overall management of the nursery. Records provide evidence for protecting the legal rights and interests of the nursery and provide evidence for demonstrating performance and accountability.
This policy applies to all records created, received, or maintained by staff of the nursery in the course of carrying out our functions.
Records are thereafter retained (for a set period) to provide evidence of its transactions or activities. These records may be created or received, and then stored, in a hard copy or electronically.
We have a responsibility to maintain its records and record keeping systems in accordance with the regulatory environment. The person with overall responsibility for this policy is the Senior Nursery Manager – Jacky Jones and the Junior Nursery Manager Malgorzata Mazanka.
The General Data Protection Officer for The University of Dundee will be responsible for overseeing records management at The University of Dundee Nursery Ltd, will give guidance about good record management practice and will promote compliance with this policy so that information will be retrieved easily, appropriately and in a timely way. Senior Nursery Manager Jacky Jones and Junior Nursery Manger Malgorzata Mazanka will also monitor compliance with this policy by surveying at least annually to check if records are stored securely and can be accessed appropriately.
Individual staff and employees must ensure that records for which they are responsible are accurate, and are maintained and disposed of in accordance with the nurseries records management guidelines.
The following is a list of required and recommended retention records for records which the nursery will follow
Children's records
| Data Source | Legal Recommended Retention Period | The University of Dundee Nursery Ltd Retention Period |
|---|---|---|
| Children's records including registers, medication record, accident/incident record, online observation, observation books relating to the children, date of birth, parents contact details, emergency contact details, health visitor details, doctor details, religion, parents emails, parent salary grade, first language, sessions, the name, home address and date of birth of each child, the name, home address and telephone number of the child’s parent, a daily record of the hours the child attends a record of their risk assessment, transition report, area observation book, SHANARI, Floor books, Nappies sheets, Bottle feeding sheet, allergy requirements, Individual Action Plan, Communication Log, Transition sheet, Complain Form, Pre-school Founding forms, Sensitive data (court record of carer/parents), Immunisation evidence, All about me sheet, Passwords, Consents, Offer letter, Application Form, Sick Collection Form, risk assessment on child, Outings, What did you learn today. | Records should be retained for a reasonable period of time 3 years after children have left the provision given legal force by Children and Young People (Scotland) Act 2014. For the Child Protection Records, sensitive data recommendation - until the child reaches the age of 21 years legal force by The National Society for the Prevention of Cruelty to Children (NSPCC), however copy of Child Protection/sensitive data must be passed on to any new school the child attends. Other types of data need to be kept appropriately to the settings business requirements. |
Information like: religion, parents email, home address, home/work/mobile phone number, place of work and address, position/department, emergency contact will be reviewed every 6month. Previous forms will be safely permanently removed. Information like: Emergency contact details, first language, religion, immunisation record, All about me form, passwords, will be removed safely and permanently as soon as child left nursery. Information like: registers, Transition report ( copy of Transition report will be passed on any new school to the child attends), parents contact details ( email, home/work/mobile phone number, home/work address), child address, Health Visitor name and contact details, Doctor name and contact details, Session records, SHANARI record, Transition sheet form room to room at nursery, Communication Log, Pre-School unding correspondence, Outside Professional Agency names and contact details, Consent forms, Offer Letter and Application Form, Sick collection child form will be removed safely and permanently 3 years within 2 month of period at the end of academic year (which is end of July). Nappy sheets, sleeping sheets, bottle feeding record, safely removed after 3 months. |
|
Observation, planning and assessment record of children |
Local Authority Dundee City Council/ Archive Department |
We keep our planning files since the last inspection date so there is a paperwork trail if the inspector needs to see it. Information and assessment about individual children is given to parents when the child leaves or to the next setting/school that the child moves to (with parents’ permission). |
|
Records of any reportable death, injury, disease or dangerous occurrence |
3 years after the date on which it happened (The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) (SI 1995/3163) |
Information like: Accident/incident record, date of birth, medication record, Individual Action plan, sensitive data, parents responsibly, meeting with parents minutes will be removed safely and permanently 21 years within 2 month of period at the end of academic year (which is end of July). Copy of Child Protection/sensitive data must be passed on to any new school the child attend. |
|
Accidents/Incidents and pre – existing injuries |
The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) (SI 1995/3163) |
If relevant to child protection we will keep these until the child reaches 25years old. |
Employees Records
| Data Source | Legal Recommended Retention Period | The University of Dundee Nursery Ltd Retention Period |
|---|---|---|
|
Personnel files and training records (including disciplinary records and working time records) |
Recommendation - 6 years after employment ceases (Chartered Institute of Personnel) |
Will be removed safely and permanently 6 years after employment ceases. |
|
Application forms and interview notes (for unsuccessful candidates) |
Recommendation - 6 months to 1 year (Chartered Institute of Personnel) |
Will be removed safely and permanently 6 months to 1 year. |
|
Wage/salary records (including overtime, bonuses and expenses) |
Requirement- 6 years (Taxes Management Act 1970) |
Will be removed safely and permanently 6 years |
|
Statutory Maternity Pay (SMP) records |
Requirement - 3 years after the end of the tax year in which the maternity period ends (The Statutory Maternity Pay (General) Regulations 1986 |
Will be removed safely and permanently 3 years after the end of the tax year in which the maternity period ends (The Statutory Maternity Pay (General) Regulations 1986 |
|
Records of any reportable death, injury, disease or dangerous occurrence |
Requirement - 3 years after the date on which it happened (The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) (SI 1995/3163) |
Will be removed safely and permanently 3 years after the date on which it happened. |
|
Statutory Sick Pay (SSP) records |
Requirement - 3 years after the end of the tax year to which they relate (The Statutory Sick Pay (General) Regulations 1982 |
Will be removed safely and permanently 3 years after the date of the last entry. |
|
Staff accident records (for organisations with 10 or more employees) |
Requirement - 3 years after the date of the last entry (there are separate rules for the recording of accidents involving hazardous substances) (Social Security (Claims and Payments) Regulations 1979 (SI 1979/628)) |
|
|
Accident/medical records as specified by the Control of Substances Hazardous to Health Regulations (COSHH)1999 |
Requirement - 40 years from the date of the last entry (The Control of Substances Hazardous to Health Regulations 1999 (COSHH) (SI 1999/437)) |
Will be kept permanently |
|
Assessments under Health and Safety Regulations and records of consultations with safety representatives and committees |
Recommendation - Permanently (Chartered Institute of Personnel) |
|
|
Complaints record book |
Requirement - At least 3 years from the date of the last record given legal force by Children and Young People (Scotland) Act 2014 |
Will be removed safely and permanently 3 years within 2 month of period at the end of academic year (which is end of July). |
|
Minutes/minute books |
Recommendation - Permanently (Chartered Institute of Personnel) |
Will be kept permanently |
Office/Administration Data Record
| Data Source | Legal Recommended Retention Period | The University of Dundee Nursery Ltd Retention Period |
|---|---|---|
|
QI Staff/Management/diary |
Local Authority Dundee City Council /Archive Department |
We will follow our Local Authority procedure here, these states they should be kept for 2 years. |
|
Visitors/signing in book |
Up to 24 years as part of the child protection trail. |
This policy will be reviewed annually and amended according to any change in law/legislation.
Document information
| Date policy adopted | 16 November 2022 |
| Signed on behalf of Nursery | Jacky Jones, Senior Manager, Malgorzata Mazanka, Junior Manager |
| Date for review | 16 November 2023 |