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2.3.2 Archiving Procedure

IMPORTANT

See also: Criminal Cases Review Commission - Procedure for Securing Files which sets out the process for securing records as required by the on-going Independent Inquiry into Child Sexual Abuse.


Contents

  1. Key Issues
  2. Procedure for Archiving Records


1. Key Issues

  1. The procedures on the 'Criteria for Archiving' (see Retention and Destruction of Case Records Procedure) must be consulted in order to identify those records which must be archived.
  2. It is the responsibility of the Adoption Team to archive Adoption Agency files. Any files or papers relating to Adoption Agency Placements must be sent to the Administrative Officer at Children’s Social Care Support Service Team, Beck View Road, Grovehill Road Beverley, HU17 0JT who will arrange for the files relating to the adoptive parents and the child(ren) to be archived together.
  3. Non-agency adoption cases, e.g. step-parent adoptions, and the usual case files will be archived by the relevant Support Service Team within Safeguarding Team Teams following the Support Service filing procedures for filing with Magnum Services.
  4. Where office storage is limited all closed files and open case back volumes (at the discretion of the Team Manager) are to be archived with Magnum Services.


2. Procedure for Archiving Records

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Steps Action
To Archive
Attention should be given to the removal of duplicate papers or personal items which should be in the possession of the child/young person concerned. Designated Social Worker
Any outstanding filing needs to be numbered according to which section it should be filed under and given to the Support Service Team with the file. Designated Social Worker
The Support Service Team will arrange for the closed paper file or open back file to be deposited with Magnum Services in accordance with the Support Services Filing Procedure to include updating SWIFT with the paper file location. Relevant Support Service Team
Adoption Agency Cases
Any papers relating to the adoption of a looked after child should be removed from the child’s main care management file. The main file should then be archived in the usual way, ensuring duplicate papers, and personal items belonging to the child/young person are removed. Designated Social Worker/ Relevant Support Service Team
Any supplementary file or papers relating to the adoption must be forwarded to the Children’s Social Care Resources Support Service Team, who will incorporate them into the child’s adoption file, destroying any superfluous duplicate papers with the agreement of the Adoption Manager. Children’s Social Care Resources Support Service Team/Adoption Manager
The adoptive parent(s)’ file and the child’s file will be retained as separate files, but will be archived together. Children’s Social Care Resources Support Service Team
The usual archiving procedure should then be followed, as in step 3 above. Children’s Social Care Resources Support Service Team
The archive details should be recorded on the Adoption Database. Children’s Social Care Resources Support Service Team

End