4.1 Access to Records and Data Protection |
SCOPE OF THIS CHAPTER
This chapter relates to the rights of parents and children attending the Children's Centre to access their records.
OUTCOME STATEMENT
Parent and Children's privacy is respected and information is confidentially handled.
RELEVANT POLICIES AND PROCEDURES
This Chapter should be read in conjunction with:
Children's Centres:
Contents
1. Introduction
Staff should recognise the importance of respecting and maintaining confidentiality of private information given by parents. If a member of staff has concerns that a child is likely to suffer Significant Harm this information should be shared with others without parental consent as it is in the child's best interest and the Milton Keynes Safeguarding Board Child Protection Procedures overrides any commitment to confidentiality.
2. Data Protection
Information will not be passed on without formal consent from the parent unless it is related to a Child Protection referral.
All records will be kept confidential and locked in a secure cabinet in the Managers Office.
All information will be obtained and processed fairly and lawfully. Staff should only use relevant accurate and up to date information.
Documentation should be kept at the Children' s Centre for the period of time the family or member of staff is known at the Centre, after this time the records should be archived.
3. Access to Records
Staff, parents and children have a right to access their personal information at any time and should be actively encouraged to take an interest in records held on them, and in their files, and to read and comment on them.
In regard to the daily records kept at the Children's Centre staff should take opportunities to share the information recorded with parents and discuss why it is recorded and how their child is doing and what needs to be done. Parents should be given the opportunity to sign relevant records to agree with the information recorded.
4. Changing a Record
If a parent 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 parent, 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 parents views being made.
End