Recording, Daily Notes and Incident Report Writing in Children's Homes (Level 2)

Clear chronology, respectful language and better records that help keep children safe

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What good recording means in children's homes

Shield with padlock and documents illustration

Good recording is accurate, timely, respectful and practical. It explains what happened, what staff observed, what the child said, what actions were taken and what should happen next. Clear records support care, safeguarding, accountability and later understanding of a child's time in care.

Poor recording is vague, emotional, late or judgmental. It can mix fact and opinion, miss chronology, omit actions or use labels that stigmatise the child instead of describing events and behaviour.

MIRRA: Memory, Identity and Rights in Records for Care Leavers

Video: 6m 21s · Creator: UCL Department of Information Studies. YouTube Standard Licence.

This UCL Department of Information Studies film introduces the MIRRA project, a partnership with The Care Leavers' Association and a participatory research group of care leavers and care-experienced people. The project brings together records management, information access, governance and lived experience to examine how care records can better support people after care.

Care-experienced contributors describe finding that local authorities held files about their lives, applying for access, facing delays and using records to fill gaps in memory and personal history. They also describe the emotional impact of receiving years of information at once, especially where records relate to trauma, separation or difficult childhood events.

The film emphasises that records are more than administrative or legal documents. They can shape memory, identity and relationships with the past. It asks practitioners and organisations to consider how records are written, preserved, explained and shared, because the person described may read their file one day.

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Good recording habits

  • Be timely: write as soon as practical while details are fresh.
  • Be concrete: describe behaviour, words, timing and context.
  • Be respectful: avoid sarcasm, gossip or loaded labels.
  • Be useful: make the next safe action easier, not harder.
  • Be child-aware: remember the record may matter to the child later.

Scenario

A worker writes, "Young person was manipulative all evening and caused drama again."

Why is that poor recording?

 

Good recording helps people think clearly. Bad recording makes the child and the event harder to understand.

Ask Dr. Aiden


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