Record keeping

Good record keeping is an important part of safeguarding. Organisations need to keep clear, purposeful records to support accountability and effective management—especially when it comes to protecting children and vulnerable individuals. 

Personal data collected should be relevant and necessary. When someone joins an organisation or takes part in an activity, a general information and consent form should be completed. This should include contact details (for the individual or, for a child, their parent/carer), medical information, and any specific needs such as allergies or dietary requirements. These details ensure the organisation can respond appropriately in an emergency or safeguarding situation.

To keep information accurate and up to date, these forms should be reviewed and renewed annually. This also supports safeguarding by ensuring staff and volunteers have the right information to act responsibly and safely.

Register

A register of those attending an activity should be maintained, together with a register of workers. This should include a record of arrival and departure times, particularly if someone does not attend the whole session.

Safeguarding records 

Sensitive information—or even minor concerns like changes in appearance—should be stored securely and separately. These details help Safeguarding Leads identify patterns that may need attention. If multiple staff or volunteers support someone of concern, the Lead can ask them to watch for similar behaviours without sharing confidential details. Logbooks were once used for this, but they’re no longer best practice as they can be accessed by those who shouldn’t see sensitive information. More secure methods are now recommended.

Accident Book 

All accidents, however minor, should be recorded in an accident book. In the event of an accident, the parent/carer of a child or young person should be asked to read and sign the accident book.