Foster Carers Record Keeping and Retention

As part of their role, Foster Carers have access to a wide range of information and records. The aim of this guidance is to clarify the responsibility of foster carers when sharing personal information about children and their families.

1. What sort of information and records might a Foster Carer hold;
2. Recognise who the information belongs to;
3. How the records should be stored and maintained;
4. What information should be recorded;
5. How should it be recorded?

It is not appropriate to keep collective records of more than one child. Every child must have their own individual record.

As soon as any child’s placement ends Foster Carers must return all information relating to that child to their supervising social worker.

There are three main areas of information that can be held, these are:

1. Information about fostering in general
   E.g. recruitment information; preparation material; sample Foster Carer’s forms; Foster Carer's handbook; Fostering network information; training material; copy newsletters.
   This is not confidential information although Foster Carers need to have access to it to assist with the role they fulfil;
   
   
2. Information about themselves
   E.g. Copy Form F; DBSreturn details; registration letter; Foster Carer agreement; supervision notes; post placement assessment summaries; Foster Carer reviews and outcome letters; training materials and invitations; training log; any correspondence; health and safety check; pet assessments; safer caring policy; identity badge.
   This information should be retained as confidential in a storage box Information about children they are caring for.
   E.g. referral and information record; chronology; placement information record; risk assessment (in respect of individual children); Children and Families Assessment; Care Plan; Adoption Plan; PEP</education records; health action plan; child’s health record; medication record; child protection conference minutes if appropriate; Placement Planning Meeting minutes; Looked After Review report and minutes; assessment and progress records; transition plan; Pathway Plan; child's permanence report; court reports; life story work; other professional reports; behaviour charts; contact record; missing from home notifications and information; appointments diary; babysitters details; daily log; child’s passport; any relevant correspondence for the child.
   Where any other information is held, such as photographs/early pictures or any other pieces of memorabilia which are significant for the child currently in placement, these should also be retained throughout the duration of a placement and care taken to ensure that it accompanies the child to any new placement.
   The information with regard to any child placed with them must be kept confidential.
   
3. Retention/Returning Information
   When a Foster Carer resigns or has their approval terminated the Supervising Social Worker must ensure that:
   1. All information that falls in to category of general fostering may be retained. There is an expectation that carers continue to maintain the confidentiality of other carers - for example information about the names and of other Foster Carers which has been included on a newsletter or training pack/material/ fostering support groups;
   2. Foster Carers can keep any information which relates to themselves other than their identity badge which must be returned to their supervising social worker;
   3. At the end of any placement or when a Foster Carer resigns or has their approval terminated, all child-based information must be returned to the Supervising Social Worker. This includes any information which was provided for them, and also any information which the Foster Carer has themselves produced in respect of the child. The only exception to this requirement would be if the carer was securing the child's permanent placement with themselves by means of a formal order which might be adoption; special guardianship or Child Arrangements Order Alternatively, a young person, in the event of them remaining with a Foster Carer beyond the age of 18 years, might personally request that this information is retained within the home as long as s/he remains there.

While foster carers might want to retain copies of records (for example in case any future complaints are made), under the Data Protection Act 2018, all information belongs to City of Doncaster Council. On this basis all information relating to individual children and young people must be returned to the Fostering Service as stated above.

Whilst there are many benefits in the recording and storing of information on computers, lap top and other electronic storage devices, the Fostering Service would not want foster carers to use this method in respect of children who are looked after. This is primarily because of the complications of cleaning devices of any sensitive information at the end of any placement.

When digital photographs are taken for use with a life story book for example then images should be stored on a disc or other storage device and handed to the child’s social worker at the end of any placement. These images should not be stored on a carers own computer/lap top or storage device.

In addition where a child uses a Foster Carers own computer for school work or personal use to produce documentation or information this must also be stored on a disc or similar device.

Foster Carers will be asked to keep and maintain records about the children they are caring for. This is very similar to the requirements of staff working in residential units. Foster Carers will be asked to provide:

• Written contributions to children’s looked after reviews/child protection conferences;
• Daily records;
• Medication records;
• Family time records;

These records are required:

• To contribute towards the accurate recollection of events, behaviour or incidents and provide a balanced picture;
• As a contribution towards understanding the progress of a placement and the development or progress of a child’s behaviour within a placement;
• To assist in the decision making at reviews, planning meetings and conferences;
• To help the Foster Carer when reviewing and developing their own practice;
• Providing information in court proceedings;
• Assist the decision making when considering therapeutic intervention for a child;
• Reducing the risk that Foster Carers and their own families might face whilst a child is in placement with them;
• Foster Carers will also be asked to keep diaries in respect of individual children’s medical and other appointments.

Foster Carers should use the forms provided by the Fostering Service to record information (and supplied by their Supervising Social Worker).

At the beginning of any placement a Placement Planning Meeting must take place where decisions will be made about:

1. What recording is required;
2. Who the information should be shared with;
3. By what means the information will be shared;
4. How frequently the information will be shared.

Foster Carers should follow guidance they have been given in relation to the Administration of Medication.

It is important that Foster Carers reach a clear understanding of this guidance as a part of the preparation and assessment process. Following approval as carers, supervision sessions with Foster Carers should also seek to confirm their on-going knowledge and understanding and the need to maintain good quality records on behalf of the child and also themselves.

Specifically:

1. Separate records must be kept for individual children;
2. Once a child’s placement ends then all records are returned to the Fostering Service;
3. Foster Carers must be familiar with the format of recording they are required to keep and also to complete for the Fostering Service (with regard to a child’s looked after review for example);
4. Have a good understanding about what needs to be recorded and how, when and with whom it might be shared.

Foster Carers should be willing and able to complete and maintain the required records. If literacy is a problem it could be recorded electronically by them or if a disability precludes them from writing.

Record keeping will be discussed at all Foster Carer reviews.

At the beginning of any placement there must be a Placement Planning Meeting. This meeting is the forum to discuss the child’s care arrangements but will also include agreements about records the Foster Carer should make, with whom they should be shared, how frequently and by what method.

The Foster Carer should provide information to:

1. The child’s looked after review;
2. If necessary to the child protection conference;
3. With regard to the administration of any medication;
4. In relation to any accidents or illnesses suffered by a child.

There may be additional requirements in respect of:

1. Contact sessions for the child;
2. Daily record sheets;
3. Behaviour charts;
4. Assessment and progress records.

The Foster Carer should expect to receive copies of the following documents:

1. Referral and information record;
2. Children and Families Assessment;
3. Care Plan;
4. Placement Information Record;
5. PEP;
6. Health Action Plan;
7. Health record (red book) if relevant;
8. Copy Care Order;
9. Any other relevant information (specifically with regard to contact issues and any persons precluded from contact with the child).

At the end of any placement the supervising social worker is responsible for retrieving any care documents relating to that child.

The Foster Carer should be asked to sign a form which details all the documentation which should be returned.

The supervising social worker should pass the information retrieved from the Foster Carer to the child’s social worker for filing on the child’s file. Any duplicate information should be destroyed.

The Foster Carer should be made aware of how to gain access to this documentation in the future, should it become necessary.