1.12.5 Access to Records |
Contents
1. Confidential Information/Records
Please read in conjunction with Section 4, Confidentiality: Policy, Values and Principles Chapter.
Certain information held on children should be kept confidential from them: e.g. in a confidential section of the file or clearly marked as ‘Confidential’.Third Party Reports/correspondence: Third Parties (e.g. Psychologists) must be consulted before information provided by them is shown to children. If consent is not given, this information must be kept confidential.
Other information may be kept confidential if the Manager, in consultation with the Social Worker, agree that:
- There is a serious risk of injury to the child or others if the information is disclosed.
- An offence may be committed if the information/material was accessible to the child.
- There is a legal requirement.
- There is a Court Order or Direction in force in relation to the information/material.
2. Children Gaining Access to their Files/Records
Except for information/material which is designated as confidential, children should be actively encouraged to take an interest in records held on them, and in their files, and to read and comment on them.
2.1 Daily/routine records
Records completed on a daily or routine basis by Staff should be shared with children as and when they are completed. Staff should discuss information provided in such records, and should provide opportunities for children to add their comments.
Staff should annotate records stating that children have read or commented and, if possible, ask children to sign and date records.
If children ask for the record to be changed, see Section 3, Changing a Record
2.2 Children’s Files or records/reports provided by third parties
Before children’s files or other records/reports are shown to children, Staff must consult the Manager.
All information held on a child’s file (except that deemed to be confidential - see Section 1, Confidential Information/Records. is normally accessible. However, the Manager should consider the likely effect of sharing the information before doing so. If in doubt or if there are concerns about the likely effect on the child, the supervisor or Manager must be consulted.
Once all the information has been collated, the Manager should meet with the child and read relevant sections of the file with the client. The Manager does not have to physically give a file to the child but should provide copies if requested.Should it be necessary to share information provided by previous Carers or third parties the Manager should:
- read the records/reports beforehand;
- speak to the authors if possible;
- collate the records in chronological order;
- give thought to what questions the young person may ask;
- and/or possible responses that the young person may make;
- and/or what other information may be required.
3. Changing a Record
If a child claims that information contained in the record/file is inaccurate, incorrect or misleading about a matter of fact, s/he may ask for it to be corrected or changed.
Records must be changed where an opinion/assumption has been expressed on the basis of inaccurate or incorrect information.
The originator should make any changes. If there is disagreement between the originator and the child, the Manager should make a decision on whether or how the record should be amended.
This may result in the original record remaining the same and an additional record of the child’s views being made. Alternatively, children may wish to write their own notes or a letter stating their opinion, which should be placed on file.
If Children are dissatisfied, they should be advised of their right to make a complaint (See The Continuum Group Complaints Procedure).
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