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2.4.4 Access to Archived Files

Contents

  1. Granting Access to Archived Records
  2. Destruction Dates
  3. Procedure for Granting Access to Archived Records


1. Granting Access to Archived Records

  1. The Police are allowed access to archived files with the exception of court material, e.g. Guardian Ad Litem (GAL) reports.

    However, the Police must be informed that the material cannot be used in Court unless a judge permits the use of the material. This must be formally recorded prior to the Police being allowed access;

  2. Other agencies e.g. Health would not be allowed access to archived files.


2. Destruction Dates

Destruction Dates for Client Files Archived with Archives and Record Services

Before files are destroyed the Archives and Record Service will contact the Senior Performance Officer (Children’s Social Care) to check the dates of destruction.

Destruction Dates for Client Files Stored with Magnum Services

Head of Service/Service Manager/Area Manager/Team Manager to approve destruction of files in accordance with the Schedule of Storage/Retention, Disposal and Destruction of Documents and Records. Requests to retrieve files to be sent to relevant Support Service Team who will obtain files in line with the Support Services Filing Procedure. All updating of appropriate database with record of dates of destruction to be undertaken by the Support Service Team.


3. Procedure for Granting Access to Archived Records

Caption: Procedure for Granting Access to Archived Records
   
  Steps Action
1.

Requests by another Local Authority must be in writing to Information Monitoring/ Family Placement Team Manager, Fostering Team Manager, Adoption Team Manager

Management Information Officer/Family Placement Team Manager, Fostering Team Manager, Adoption Manager
Retrievals from Archives and Record Service
2. Management Information Officer/Family Placement Team, Fostering Team Manager, Adoption Team Manager will complete the retrieval form and send it to the Archives & Records Service in order to access the file. Management Information Officer/Archives and Records Service
3. The file is collected/sent by recorded delivery (as agreed between the Information Officer/Family Placement Team and other Local Authority) to the Local Authority requesting the file.  
4. The file must be returned within 28 days. The Information Monitoring Unit/Family Placement Team will send out a reminder to return the file. Information Monitoring Unit/Family Placement Team
5.

If the other Local Authority wants the file to become active, the file is formally released to the Local Authority and the record will be destroyed (?)by both the Information Monitoring Unit/Family Placement Team.

The Information Monitoring Unit will inform the Archives and Records Service that the file has been formally released.

Information Monitoring Unit/Family Placement Team




Information Monitoring Unit
6. The other Local Authority returns the file to the Information Monitoring Unit/Family Placement Team who then return the file to the relevant Safeguarding Team. Support Services will then archive the file to Magnum Services in accordance with the Support Service Filing Procedure. Information Monitoring Unit/Family Placement Team to inform Archives and Record Service that the file has been place with Magnum Services. Information Monitoring Unit/Family Placement Team / Support Services
Retrievals from Magnum Services
7. The Head of Service/Service Manager/Area Manager/Team Manager will email the appropriate Safeguarding Team’s Support Service Team to request that a file is retrieved from Magnum Services. It should be noted that there is a cost implication when retrieving a file and the normal procurement & approval process must be followed prior to requesting the file Head of Service/Service Manager/Area Manager/Team Manager
8. The appropriate Support Services Team will request the file from Magnum Services in accordance with the Support Services Filing Procedure. It should be noted that the box(es) containing the file(s) will be sent therefore it is imperative that these are safely stored. Support Service Team
9. The file is collected/sent by recorded delivery (as agreed between the Head of Service/Service Manager/Area Manager/Team Manager) to the Local Authority requesting the file. The Support Service Team will assist with this process and update the location of the paper file(s) on SWIFT. Head of Service/Service Manager/Area Manager/Team Manager and Support Service Team
10. The file must be returned within 28 days. The Head of Service/Service Manager/Area Manager/Team Manager and/or Support Service Team will send out a reminder to return the file. Head of Service/Service Manager/Area Manager/Team Manager and Support Service Team
11. If the other Local Authority wants the file to become active, the file is formally released to the Local Authority and the record will be destroyed (?) by both the Head of Service/Service Manager/Area Manager/Team Manager & Support Service Team. Head of Service/Service Manager/Area Manager/Team Manager and Support Service Team
12. The Local Authority returns the file(s) to the Safeguarding Team. The Head of Service/Service Manager/Area Manager/Team Manager will be informed by the Support Service Team that the file(s) has been returned. Head of Service/Service Manager/Area Manager/Team Manager and Support Service Team
13 The Support Service Team will arrange for the file(s) to be returned to Magnum Services as per the Support Service Filing Procedure and will update the location of the paper file(s) on SWIFT. Support Service Team

End