Safeguard-Me Blog 2026

What to record - See, Hear, Speak - Make sure you capture all the facts

2025-12-18 15:11

Safeguarding Record Keeping — What You Must Document and Why

What does good safeguarding documentation look like in practice? — and why it matters? Good safeguarding documentation is clear, accurate, factual, and records the rationale behind decisions and actions taken to protect an individual's welfare. It must be easily understandable by anyone not familiar with the case, including the individual themselves, and should be securely stored. So
  • What must you record? (and what you shouldn’t)
  • How do you write clear chronologies?
  • Do you know how to use body maps appropriately?
  • What's verbatim recording?
  • Secure storage and access control and retention periods
  • Information sharing including GDPR compliance; and
  • How to stay audit-ready without drowning in paperwork.

This is the business end of safeguarding no one wants to have to deal with, because it means there's been an incident.

If you had to explain your safeguarding decision-making to someone else… would your records tell the story?

Safeguarding records aren’t just admin. They’re your evidence of:
  • What you noticed
  • What you did
  • Why you did it
  • What happened next
When records are weak, organisations get stuck in “we think” and “we remember”. Strong records create clarity — for children, families, staff, commissioners, and (if needed) external agencies.

1) The purpose of safeguarding records (keep this front and centre)

Good records help you:
  • Spot patterns early
  • Share information appropriately
  • Support children consistently
  • Explain decisions if challenged
  • Learn and improve

2) What you must record (and what you shouldn’t)

Record (every time)

  • Disclosures or safeguarding concerns
  • Allegations involving staff/volunteers
  • Significant peer-on-peer incidents
  • Injuries that raise concern or require escalation
  • Actions taken and who was informed
  • Outcomes and follow-up

Don’t record

  • Speculation (“I think they're lying”)
  • Diagnosis (“child is autistic” unless confirmed and relevant)
  • Gossip or irrelevant personal detail
  • Emotional language (“he was crazy”) — describe behaviour instead
If you want more detailed help on what good reporting looks like then try our blog on - Creating robust incident reporting

3) Write like you’re building a timeline (because you are)

Safeguarding is rarely one big event. It’s often a series of small signals.
A strong record answers:
  • What happened?
  • When did it happen?
  • Who was there?
  • What was said (verbatim where relevant)?
  • What did we do next?
This is why digital safeguarding systems matter: time-stamps, consistency, and easier chronology building.
A chronology is a structured timeline of concerns, incidents, and actions.

Q: When do you need a chronology?

If a child has repeated concerns, multiple low-level incidents, or multi-agency involvement, a chronology helps you see escalation and respond proportionately.

4) Verbatim recording: when exact words matter

If a child discloses harm, the exact words can be crucial.
Good practice:
  • Write the child’s words as spoken
  • Avoid “tidying up” language
  • Note the context (where, who present)
  • Record your response (calm reassurance, no leading questions)

5) Body maps: use carefully, use consistently

Body maps can support recording of injuries, but they must be used appropriately.
Include:
  • What you observed (size, colour, location)
  • What the child said about it (verbatim)
  • Who completed the body map and when
Avoid:
  • Guessing how an injury happened

6) Secure storage, access control, and confidentiality

Safeguarding information is sensitive by default. Your team are your first line of data defence
Minimum standards:
  • Store records securely (no personal devices, no open folders)
  • Restrict access to those who need it
  • Keep a clear audit trail of updates
  • Avoid sharing via informal channels
This is where safeguarding software helps: controlled access, secure storage, and consistent templates.

7) Retention periods: keep what you must, delete what you should

Retention depends on your setting and local requirements. The key is to:
  • Have a written retention policy
  • Apply it consistently
  • Document when and why records are deleted
If you’re unsure, seek guidance from your safeguarding lead and local procedures.

8) Information sharing and GDPR: share appropriately, not emotionally

GDPR doesn’t stop safeguarding — it supports lawful, proportionate sharing - we wrote a whole blog on this previously which you might find helpful
Good information sharing:
  • Is necessary and relevant
  • Is shared with the right people
  • Is recorded (what was shared, with whom, and why)

9) Audit readiness: make “good records” the easy default

Audit readiness isn’t a one-off scramble. It’s a system.
Make it easier by:
  • Using standard templates
  • Setting same-day recording expectations
  • Doing a weekly 10-minute quality check
  • Using digital safeguarding records as the single source of truth

Q&A: safeguarding record keeping

Q1: What’s the biggest mistake people make with safeguarding records?

The biggest mistake people make with safeguarding records is inadequate, disorganised, or incomplete recording and a failure to share information effectively and promptly with other agencies. This can lead to vital information being missed, patterns of abuse going undetected, and significant delays in intervention, which has severe consequences for the safety of vulnerable individuals. Writing opinions instead of facts, or leaving it too late so details get lost.

Q2: How soon should we record a concern?

As soon as practical — ideally the same day. Time delays reduce accuracy and increase risk.

Q3 (longer): What does “good” actually look like in a safeguarding record?

A good record is clear enough that someone who wasn’t there can understand what happened and why decisions were made.
It usually has:
  • Facts (what you saw/heard)
  • Context (where/when/who)
  • Verbatim where relevant (especially disclosures)
  • Actions (what you did, who you told)
  • Outcomes (what happened next)
It avoids:
  • Judgemental language
  • Assumptions
  • Unnecessary detail
If you want a quick test: could your record stand up in a review meeting without you needing to “explain what you meant”? If yes, it’s doing its job.

Q4: Can we keep safeguarding records on paper?

Some settings do, but it increases risk: loss, inconsistent access, and weaker audit trails. If you use paper, you need strong controls.

Q5 (longer): How do digital safeguarding records help with GDPR and audits?

They help because they reduce the two biggest risks: uncontrolled access and inconsistent documentation.
With digital safeguarding records in safeguarding software, you can:
  • Restrict access by role
  • Keep time-stamped entries and updates
  • Standardise what staff record (reducing missing info)
  • Produce chronologies and reports faster
  • Evidence information sharing decisions
That combination makes audits smoother and reduces stress when you need to respond quickly.

Quick checklist: record keeping standards

  • Record facts, not opinions
  • Use verbatim for disclosures
  • Build chronologies for repeat concerns
  • Store securely with controlled access
  • Record information sharing decisions
  • Keep same-day recording as the norm
  • Use safeguarding software to standardise and protect records