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2.3.4 Retrieval of Case Records from Archives and Record Service

RELATED CHAPTER

Retention and Destruction of Case Records Procedure

AMENDMENT

In November 2013, guidance contained in this chapter on storing files which have been retrieved from the archived was strengthened. Key Point 8 below was added explaining that any such files, in the care of Social Workers, should never be left unattended and must be locked away securely when not in use.

Furthermore, in, Section 2, Procedure for Retrieving Case Records Step 2 the requirement to secure any files securely when not in use has been emphasised.


Contents

  1. Key Points
  2. Procedure for Retrieving Case Records


1. Key Points

  1. When a case file has been deposited with the Archives and Record Service under the storage of records schedule, normally the case file will remain with them until its destruction date.
  2. A Computerised Register is maintained by the Senior Performance Officer (Children’s Social Care) on all case files archived with the Archives & Record Service. Unless the archive reference is already known, the search for files should be conducted the Senior Performance Officer (Children’s Social Care) who will provide the archive reference.
  3. Should a case file be required because a person has referred themselves to the Social Care Services again, normally a retrieval period of 2 to 3 working days should be allowed. 
  4. A case file required as a matter of urgency may be made available for personal collection. Specific arrangements for such collections should be made with the Archive Service including identification of the member of staff undertaking the collection.
  5. The case file should be returned to the relevant Safeguarding Team’s Support Service Team to be archived at Magnum Services as per Support Services Filing Procedures.
  6. The Archives and Record Service should be informed of all retrieved case files made active or that files previously stored with them have been archived with Magnum Services by the Support Service Team as agreed with the Team Manager.
  7. Files must always be collected in person from the Archives and Record Service;
  8. Files, in the care of Social Workers, should never be left unattended and must be locked away securely when not in use.


2. Procedure for Retrieving Case Records

Caption: Procedure for Retrieving Case Records
   
  Step Action
1. 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
2. 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 locked away securely when not in use. Support Services Team
3. Where practical, the file should remain on site, however should the file be needed else where, it is the worker’s responsibility to ensure the safekeeping of the file. The Support Service Team will update the location of the paper file(s) on SWIFT. Designated Social Worker / Support Services Team
4. If it is decided that the file will become active and requires further involvement then the Support Service Team will update location of file on SWIFT and add the case file to the File Inventory spreadsheet as per Support Service Filing Procedure. Support Service Team
5. Archives and Record Service should be informed of all cases made active. Support Service Team
6. Should the case file no longer be required, the file should be returned to the relevant Support Service Team to be archived with Magnum Services in accordance with the Support Service Filing Procedure. The Support Service Team will inform the Archives and Record Service of this and update SWIFT with the paper file location. Support Service Team

End