Record

The third step in responding well to concerns is to make a record of any concerns or disclosures of abuse that have been made.

The person who receives the information should not try to decide if it is true or try to investigate it, but SHOULD accurately record what has been seen or heard so that this can be passed on to those involved in reporting and taking action. 

Importance of recording 

A lot of safeguarding involves recognising and recording incidents that, on their own, may not seem hugely significant but when put together with others show a pattern of harm and abuse.   

When we record these incidents, they form evidence that your Safeguarding Lead can use to raise a concern with statutory agencies and then those agencies can use to safeguard someone and seek justice for them.  

Faith and community organisations often have a significant role in a person’s life. You may see them regularly and in different contexts to any other agencies involved with them. It is important to collaborate with other agencies to keep the person safe. Clear, accurate records help to do this. 

The person receiving the information should:

• Make notes as soon as possible (ideally within one hour). 
• Record the date, time and place that the concern was identified and when the record was made. 
• Record what has been said or shared and by whom and the circumstances (e.g. where you were or the activity that was happening when the concern was identified). 
• Include as much detail as possible about the abuse or behaviour that has been described. 
• Make a record of any physical signs of abuse such as any injuries (note their size, shape, and location). 
• Record what was said in response and any action taken. 
• Record all concerns. Don’t worry about repeating yourself. If you continue to notice signs and indicators of harm about the same person over multiple weeks, make records each time. Many forms of harm and abuse involve a pattern of abusive behaviour. 

If the concern needs urgent action - such as immediate medical treatment - this should take priority, with records being written up as soon as possible after the situation has been dealt with. 

Things to consider

Any records should be passed to the Safeguarding Lead as soon as possible.

Records should be written or typed-up and stored securely and only accessed by the Safeguarding Coordinator or those involved in taking action.

Records should be stored and used in line with your organisation’s policy on data protection.  

If writing is a barrier for you making a record; talk to your Safeguarding Lead so you can make your record verbally or in another way for someone else to transcribe. 

Be mindful of the way you write safeguarding records. Records don’t have to be academic or overly formal, but they do need to be clear, factual and accurate. Focus on the who, what, where and when of the situation and avoid adding opinions or judgements. 

Don’t use language or phrasing in records that could be hurtful or damaging to the victim-survivor, for example, anything that puts the blame for the abuse on to them. In some cases, a person receiving information may be required to give evidence in court so making a record will help their testimony be as accurate as possible and means they won't have to try and remember things that may have happened some time ago.