April 2007
Retention schedule for social care records

Index
GENERAL/ADULT & CHILDREN SERVICES RECORD RETENTION TIMESCALES
1.
Asylum Seekers
2.
Complaints & Representations
3.
Data Protection Act Subject Access Requests
4.
Emergency Duty Team
5.
Finance
6.
Supervision notes
7.
Transition (children & adult services)
8.
Transport
ADULT SERVICES
9.
Joint records with Health – Mental Health
10.
Miscellaneous enquiries/initial contacts
11.
DPBs
12.
Initial  assessments
13.
Adult service users
14.
Carers records
15.
POVA
16.
People who pose risk to vulnerable adults
17.
Domiciliary  care
18.
Day  care
19.
Nursing/residential  care
CHILDREN SERVICES
20.
Initial contacts & assessments
21.
Adoption
22.
Child witness video recordings
23.
Children  in  Need
24.
Child  Protection
25.
Children Looked After
26.
Supervision  orders
27.
Direct work files

28.
Custodianship/residence  orders
29.
Private  fostering
30.
WCC foster carers/supportive lodgings
31.
Missing & found OLA service users
32.
Risky adult checks

Page 2 of 14

GENERAL: ADULT & CHILDREN SERVICES

ASYLUM SEEKERS:
Retain according to the appropriate service user need category: looked after child, child-in-need etc.

COMPLAINTS & REPRESENTATIONS:
RECORD TYPE
STAT. SOURCE
KEEP
OPERATIONAL LIFE OR
NOTES

FOR
STORAGE PERIOD CEASES
Management summary
Perma
After administrative use ends
 RMS: common practice
records
nently
 Transfer to long term storage
Individual C&R records

6
After administrative use ends
 Copy to be joined to service user
years
record at the appropriate time in
the investigation process

DATA PROTECTION / FOI ACCESS REQUEST:
These can arise on closed cases and will open them and cancel any prior retention timescale records. Once the request has been
completed and no further action is required (minimum 21 days after full and final response made), record must be retained for a minimum
of 6 years (longer if other timescales apply). Records of the disclosure should be kept for 3 years after full disclosure or 10 years after
redacted or part refused.

EMERGENCY DUTY TEAM (EDT):
1.  Summary information: lists, reports, minutes: retain 3 years then destroy
2.  Individual service user records: copy to appropriate community team at the time; EDT to keep for 3 years then destroy.

FINANCE:

Timescales for finance-related records are detailed in Warwickshire County Council’s Constitution, appendix F, which can be found on
the Warwickshire web page:
http://www.warwickshire.gov.uk/Web/Corporate/pages.nsf/Links/EB6B5039AEB90FDE80256ABD00348647/$file/WCC+Constituti
on++master+08.11.06+(1.96+MB).pdf

SUPERVISION NOTES:
1.  Concerning the service user: place on service user case record. Will be destroyed with the case record at the appropriate time.
Page 3 of 14

2.  Concerning the worker: working with children, retain 25 years after employment terminated; working with adults, retain 10 years.

TRANSITION/ADULT & CHILDREN SERVICES BOTH INVOLVED:
1.  Important to link relevant information together: transition from Children to Adult Services – link Child records to Adult records.
2.  Retain records for the longer timescale.
3.  If service user has different roles (e.g. service user in one context, carer/provider for another, it is appropriate to extract the records
for one role and destroy them in line with the appropriate timescale, unless there is operational justification to keep them together.

TRANSPORT:

Keep for 3 years after lists no longer current then destroy.
Page 4 of 14

ADULT SERVICES

JOINT RECORDS WITH HEALTH:
RECORD TYPE
STAT. SOURCE
KEEP
OPERATIONAL LIFE OR
NOTES

FOR
STORAGE PERIOD CEASES
MENTAL ILLNESS
20
yrs
from date doctor confirms no
DH ‘Records Management: NHS
(MENTAL HEALTH ACT

further action needed.
Code of Practice’ 2006 – Annex D1
1983:
then

Health Records Retention Schedule
sectioned
10 yrs
In summary format.

OR

8 yrs
OR
after DoD if already closed
NB:
Joint mental health and social
care trust: record kept in line
with longer retention periods.
MENTAL ILLNESS
10
yrs
after date of last contact /DoD
DH ‘Records Management: NHS
(MENTAL HEALTH ACT

if person receiving service
Code of Practice’ 2006 – Annex D1
1983:
OR
OR
Health Records Retention Schedule
not sectioned
2 yrs
after DoD if already closed
NB:
Joint mental health and social
care trust: record kept in line
with longer retention periods.

Page 5 of 14

SOCIAL CARE:
RECORD TYPE
STAT. SOURCE
KEEP
OPERATIONAL LIFE OR
NOTES

FOR
STORAGE PERIOD CEASES
MISCELLANEOUS

1 yr
after closure

ENQUIRIES; INITIAL
CONTACTS (not taken
any further)
Disabled Parking Badges 2
yrs
after
registration or entitlement
only
lapses.
INITIAL ASSESSMENTS
2
yrs
from DoD

(not taken any further)
OR

6 yrs
from closure

whichever is the earlier
ADULT SERVICE USERS
2
yrs
from DoD

(excl. POVA)
OR

6 yrs
from date service provision
ended

whichever is the earlier
CARERS RECORDS
2
yrs
In line with the associated

OR
adult service user record.

6 yrs

POVA:
2
yrs
from DoD

People who have been
OR

subject of POVA
8 yrs
from date service provision
investigation
ended

whichever is the earlier
Page 6 of 14

RECORD TYPE
STAT. SOURCE
KEEP
OPERATIONAL LIFE OR
NOTES

FOR
STORAGE PERIOD CEASES
People deemed to
75
yrs
after date risk assessed

present a risk to
OR

vulnerable adults
6 yrs
after risk assessed to no

longer exist
OR

2 yrs
after DoD

whichever is the earlier

IN-HOUSE PROVIDER SERVICES:
RECORD TYPE
STAT. SOURCE
KEEP
OPERATIONAL LIFE OR
NOTES

FOR
STORAGE PERIOD CEASES
DOMICILIARY CARE:

 return to main service user record when closed
service user records
DOMICILIARY CARE:
DoH DP Guidance
3 yrs
after date of last entry
  records, logs, registers,
summary records

inspections, complaints

 duty rosters

 staff & residents’ meeting minutes





DAY CENTRES:

 return to main service user record when closed
service user records
DAY CENTRES:
Registered Care Home  25 yrs
after date of last entry
 records, logs, inspections,
summary records
reg’s 1984, Reg 6

complaints

Then offer summary to County   duty rosters

Archivist
 staff & residents’ meeting minutes



Page 7 of 14

RESIDENTIAL HOMES:
RECORD TYPE
STAT. SOURCE
KEEP
OPERATIONAL LIFE OR
NOTES

FOR
STORAGE PERIOD CEASES
NURSING HOMES
Nursing Homes &
1) 1 yr
1) after person leaves/dies

(REGISTERED)
Mental Nursing Homes  OR

Reg’s 1984; Reg’s 7(6)  2) 6
2) if under MH Act 1983

& (10)
yrs
RESIDENTIAL HOMES
Registered Care Home  25 yrs
after date of last entry
 records, logs, registers,
(REGISTERED)
Reg’s 2001 - Sch 4

inspections, complaints
summary records

Then offer summary to County
 duty rosters

Archivist
 staff & residents’ meeting minutes

Page 8 of 14

CHILDREN’S SERVICES:

RECORD TYPE
STAT. SOURCE
KEEP
OPERATIONAL LIFE OR
NOTES

FOR
STORAGE PERIOD CEASES
INELIGIBLE INITIAL
2
yrs
from DoD

CONTACTS/INITIAL
OR
OR
ASSESSMENTS (not
6 yrs
from date service provision
taken any further)
ended

whichever is the earlier
ADOPTION:
Adoption Agencies Reg’s
75 yrs
from date of adoption order
  records stored by Adoption &
children adopted
1983 S14(3)

OR
Fostering Services
before 30th December
from date adoption allowances
2005
cease
OR
on expiry of time for appeal
post-Court hearing where the
Dept has acted as, or on
behalf of, a GaL/RO

whichever is the later
ADOPTION:
Disclosure of Adoption
100
as above
  records stored by Adoption &
children adopted on or  Information (Post
yrs
Fostering Services
after 30th December
Commencement
2005
Adoptions) Regulations
2005
ADOPTION:
As above, depending on
75 or
When community team’s
  Transfer/link to main adoption
children adopted but
when adopted
100
support work completed
record
community team
yrs
  Could retain all for 100 yrs as
involved for post-
simpler administratively?
adoption support
Page 9 of 14

RECORD TYPE
STAT. SOURCE
KEEP
OPERATIONAL LIFE OR
NOTES

FOR
STORAGE PERIOD CEASES
ADOPTION: support to  As above, depending on
75 or
When community team’s
  Transfer/link to main adoption
adopted adults, birth
when adopted
100
support work completed
record
parents/family
yrs
  Could retain all for 100 yrs as
simpler administratively?
ADOPTERS:
Adoption Agencies Reg’s
100
as above

agency and step
2005
yrs
parent
+
Disclosure of Adoption
Information Regulations
2005
ADOPTERS:
common practice
25 yrs
from date application

not proceeded with

withdrawn or refused
ADOPTION
Adoption Allowances
75 yrs
from start of allowance
when closed, add to main adopters’
ALLOWANCE FILE
Reg’s 1991
file
CHILD WITNESS
Code of Practice for

as necessary
must be kept for as long as needed
VIDEO RECORDING;
Video Recorded

for trial/appeal purposes; decision to
CRIMINAL JUSTICE
Interviews with Child

destroy must be jointly taken by Dir
ACT 1991
Witnesses for Criminal
CYP&F & senior police officer
Proceedings 1991 (§
concerned
3.14)

CHILDREN IN NEED
till
age
of youngest child in family
  if children with disabilities go on to
including:
21 yrs

receive adult services, their child
  child with disabilities
OR
OR
records are part of their adult
2 yrs
from child’s DoD or date child
services record and should be

leaves county
preserved in accordance with adult
OR
OR
services timescales: RMS = 35 yrs
6 yrs
from date service provision
from closed for SEN files
ends

whichever is the earlier
Page 10 of 14

RECORD TYPE
STAT. SOURCE
KEEP
OPERATIONAL LIFE OR
NOTES

FOR
STORAGE PERIOD CEASES
CHILD PROTECTION:

70 yrs
After administrative use ends

Protection
Plan/summary
information
CHILD PROTECTION:

5 yrs
after CP plan ends or decision  destroy duplicate records
CPU/IRO records of
not to have CP plan
 attach unique records to main
individual children
child record
CHILD PROTECTION:

35 yrs
after closure

Child subject of CP
plan
CHILD PROTECTION:

35 yrs
after closure

CP investigation/core
assessment/CPCC but
not subject of CP plan
CHILD PROTECTION:
till
age
of youngest child in family

CP enquiries re.
21 yrs

whether there is a CP
OR
OR
plan/advice not
2 yrs
from child’s DoD or date child
leading to CPCC

leaves county
OR
OR
6 yrs
from date service provision
ends

whichever is the earlier
CHILD PROTECTION:
75
yrs
From date risk assessed

people deemed to
OR
OR
present a risk to
6 yrs
after risk assessed to no
children

longer exist
OR
OR
2 yrs
after DoD
Page 11 of 14

RECORD TYPE
STAT. SOURCE
KEEP
OPERATIONAL LIFE OR
NOTES

FOR
STORAGE PERIOD CEASES
CHILDREN LOOKED
Arrangements for
75 yrs
from child’s DOB

AFTER by WCC, or
Placement of Children
OR
OR
CHILDREN LOOKED
(General) Regulations
15 yrs
from DoD if child dies before
AFTER by OLAs and
1991, Reg 10(s)
reaching 18 yrs
supervised by WCC

whichever is the earlier
CHILDREN LOOKED
Children Act 1989,
23 yrs
from DoB

AFTER by OLAs,
Arrangements for
OR
OR
notified to WCC, but
Placement of children
5 yrs
from DoD if child dies before
not supervised by
Reg’s 1991, Reg 10(s)
reaching 18 yrs
Warwickshire County

Council
whichever is the earlier
CHILDREN LOOKED
Children (Leaving Care)
75 yrs
from DoB
 can be converted from paper
AFTER by OLAs,
Act 2000.
OR

record 5 yrs after closure
notified to WCC, not
Children Act 1989,
15 yrs
from DoD, if child dies before
supervised by WCC,
Arrangements for
18 yrs
but Warks give after
Placement of children

care service
Reg’s 1991, Reg 10(s)
whichever is the earlier
CHILDREN LOOKED
Arrangements for
75 yrs
from child’s DOB
 Reg’s require vol orgs to do same
AFTER (records with
Placement of Children
OR
OR
re every child placed by them
foster carers, rescare,
(General) Regulations
15 yrs
from DoD if child dies before
placement agencies)
1991
reaching 18 yrs

whichever is the earlier
CHILDREN LOOKED

70 yrs
After administrative use ends

AFTER:
then offer to County Records.
Registers/summary
information
CHILDREN LOOKED

3 yrs
after child ceases to be looked  destroy duplicate records
AFTER:
after
 attach unique records to main
IRO records of
child record
individual children
Page 12 of 14

RECORD TYPE
STAT. SOURCE
KEEP
OPERATIONAL LIFE OR
NOTES

FOR
STORAGE PERIOD CEASES
CHILDREN ON
21
yrs
from child’s DOB
 SOs, through-care, post custody
SUPERVISION
OR
OR
supervision
ORDERS:
2 yrs
from DoD if child dies before
never Looked After
reaching 18 yrs

whichever is the earlier
CHILDREN: direct
Depends on whether C-
When direct work ends, transfer/link to main child record
work records
in-N, CP or CLA: see
above
CUSTODIANSHIP &
18
yrs
from DoB

RESIDENCE ORDERS:
OR
OR
never Looked After
2 yrs
after last contact, whichever is

the later
CHILDREN
Guidance & Reg’s re
75 yrs
from child’s DOB
Also carers’ records incorporated
PRIVATELY
Children Act 1989, Vol 8,
OR
OR
into child’s record when placement
FOSTERED
Private Fostering & Misc.
15 yrs
from DoD if child dies before
ended
Part 1.10.5 …good
reaching 18 yrs
practice to use same as

for LA Placed children.
whichever is the earlier
FOSTER CARERS
25
yrs
from date approval ended or

(approved)
OR
OR
PLUS SUPPORTIVE
2 yrs
after DoD if earlier
LODGINGS

FOSTER CARERS
Fostering Services
3 yrs
from refusal/withdrawal

(unapproved)
Regulations 2002
OR
OR
2 yrs
after DoD if earlier
OR

75 yrs
if concerns exist
FOSTER CARER:
Fostering Services
3 yrs
from date of last contact

initial enquiries taken
Regulations 2002
OR
OR
no further
2 yrs
after DoD if earlier
Page 13 of 14

RECORD TYPE
STAT. SOURCE
KEEP
OPERATIONAL LIFE OR
NOTES

FOR
STORAGE PERIOD CEASES
MISSING & FOUND
3
yrs
after notification received

OLA PERSONS
OR
OR
immed after OLA notify us missing
person found
RISKY ADULT

1 yr
after check carried out

CHECKS +
OFSTED CHECKS

Page 14 of 14

Document Outline

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