Recording, Chronologies and Defensible Evidence
The purpose of recording is not volume. It is to make risk visible over time, support decisions, transfer key information safely, and evidence why actions were taken — or not taken.
Reviewed against KCSIE 2025 · Ofsted EIF 2025 · Working Together 2026 · May 2026
Why this matters
Poor or fragmented recording is one of the most consistent findings in child safeguarding practice reviews. Three small concerns over six weeks can look unrelated until a chronology reveals they all happen on Mondays — after weekend contact. Recording is not administration. It is safeguarding. Ofsted is explicit that inspectors expect first-hand evidence from normal school routines — not bespoke inspection documents assembled under pressure.
What the guidance expects
- 01All concerns, discussions, decisions and reasons should be recorded. (KCSIE 2025)
- 02In cases of sexual violence and harassment, all decisions and reasons must be recorded. (KCSIE 2025)
- 03Child protection files should be kept separate from the main pupil file. (KCSIE 2025)
- 04When a child moves school, the CP file should be transferred securely and separately. (KCSIE 2025)
- 05Inspectors prioritise first-hand evidence from normal routines — not glossy paperwork. (Ofsted EIF 2025)
Standardise concern categories
Every school should use consistent language: concern, low-level concern, referral made, strategy meeting, child protection plan, case closed. This makes patterns visible and audits manageable.
Separate fact, observation and analysis
Fact: what was seen or said, exactly. Observation: what the adult noticed. Analysis: what the DSL thinks it means. Conflating these is one of the most common recording failures — and one of the most dangerous.
Require chronology updates after every significant action
Not a narrative essay — a dated, factual entry: what happened, who was involved, what decision was made and why. Close records with a clear rationale when no further action is taken.
Audit file quality monthly
Pick three files at random. Can you understand the child's story? Is the rationale for decisions clear? Are transfers complete? Is there a gap in the chronology that needs explaining?
Enforce secure file transfer within 5 days
In-year transfers and end-of-year moves. Separate from the main pupil file. Sent securely. Receipt confirmed in writing. This is not discretionary — it is a KCSIE requirement.
Quick check
0/5 yes