The Statutory Independent Inquiry into Grooming Gangs has issued a formal notice to preserve all documents potentially relevant to their investigation. As this is a formal statutory inquiry under the Inquiries Act 2005, schools may be required to produce relevant records to assist.

This does not mean you need to stop all routine file management or keep every email indefinitely. The primary goal is to ensure that any information related to safeguarding concerns is securely captured in your official school records before any routine deletion occurs.

What does this mean for your school?

To support this, please take a moment to review your current recordkeeping practices. We want to ensure that significant safeguarding information is held in a format that is both durable and easily accessible.

If safeguarding concerns are identified whether in emails, handwritten notes, instant messages, or meeting minutes please ensure that these details are transferred into your school's formal safeguarding system or the student's record.

• Emails: If an email contains a safeguarding concern, please ensure the substance is recorded in your safeguarding system, rather than relying solely on the email itself.

• Conversations: Notes from discussions with parents, pupils, or external agencies should be formally logged.

• Decisions: Whenever a safeguarding decision is made, please record the rationale clearly alongside it.

• Documentation: Ensure any relevant attachments or reports are saved as part of the official safeguarding record.

Once this information is securely captured, you can continue with your normal administrative procedures for routine documents, provided no important evidence is lost.

Records to consider

When reviewing your files, please consider whether the following areas contain relevant information:

• Child protection and safeguarding records.

• CPOMS or other electronic safeguarding system entries.

• Referrals to children's social care or the police.

• Records of concerns, disclosures or allegations.

• Behaviour, attendance and welfare records where relevant.

• Emails related to safeguarding

• Minutes or notes of safeguarding meetings.

• Correspondence with external agencies.

• Relevant reports, assessments and chronologies.

Both electronic and paper records should be considered.

Why great record keeping matters

Good record keeping isn't just about compliance; it’s about protecting children and ensuring clarity. Please aim to keep records that are:

• Accurate and timely: Please complete records as soon as possible, while the details are fresh.

• Clearly dated and attributed: Ensure it is clear who made the record and when.

• Stored securely: Please maintain security in line with data protection legislation.

• Chronological: Keep the sequence of events clear, especially when updates are made.

• Retained appropriately: In line with safeguarding standards and specific legal notices from the Inquiry.

The key principle is simply demonstrating that relevant safeguarding information is preserved. If you have any questions or need to review your current retention arrangements, please consult with your Senior Leadership Team or Designated Safeguarding Lead (DSL).

Thank you for your ongoing commitment to keeping children safe and ensuring your records are robust and consistent.