Information Sharing and Recording

Good safeguarding records are not an administrative extra. They are often the link between a worrying moment and meaningful action. In pharmacy settings, you may only see a child or adult at risk briefly, so what you record can become very important later. A clear, factual note helps the safeguarding lead or another professional understand what was actually seen, heard, or done, without guesswork or confusion. ^[2][3]

Strong record keeping is usually simple rather than elaborate. Write down what happened as soon as possible while it is still fresh. Include what you observed, what the person said, who was present, when it happened, and what action you took. If a child or adult used particular words that seemed important, record them as accurately as you can. If you are including your own concern or interpretation, make it clear that it is your professional concern rather than a proven fact. ^[4][1][8]

What Good Recording Looks Like

Useful safeguarding notes are: ^{[1] [1][2]}

• factual, clear, and timely
• specific about what was seen, heard, and done
• careful to distinguish fact from opinion
• relevant to the safeguarding concern rather than padded with unnecessary detail

If information may help protect someone from harm, record it clearly and share it through the proper safeguarding route.

That matters because people often hesitate around confidentiality. In safeguarding, confidentiality is important, but it is not a reason to ignore risk. Relevant information can be shared lawfully when there is a safeguarding concern. The key is to share it with the right people, for the right reason, and no more widely than necessary. ^[1][7][5]

Why This Matters in Practice

A vague note such as "seemed upset" may not help anyone. A factual note explaining that a child became silent when a parent raised their voice, or that an adult appeared frightened and was not allowed to answer questions, is much more useful. Good recording and appropriate information sharing help build the bigger picture, support good decisions, and reduce the chance that important concerns will be minimised, forgotten, or misunderstood. ^[2][8][6]

References (numbered in text) Why we include references

1. HM Government. Information Sharing: Advice for practitioners providing safeguarding services to children, young people, parents and carers. May 2024. Find (opens in a new tab)
2. Department for Education. Working Together to Safeguard Children. Statutory guidance. 2023. Find (opens in a new tab)
3. General Pharmaceutical Council. Standards for Pharmacy Professionals – guidance on safeguarding and record keeping. GPhC guidance (professional standards). 2024. Find (opens in a new tab)
4. NHS England. Safeguarding: guidance for health services – record keeping, information sharing and decision recording. NHS England guidance (2023). Find (opens in a new tab)
5. Department of Health and Social Care. Care and support statutory guidance (Care Act 2014) – chapters on adult safeguarding, information sharing and record keeping. Find (opens in a new tab)
6. Social Care Institute for Excellence (SCIE). Safeguarding adults: sharing information. SCIE practice guidance (web resource). Find (opens in a new tab)
7. NHS Digital. A guide to confidentiality in health and social care (including Caldicott principles): Rule 2 and information‑sharing for safe and effective care. NHS Digital guidance. Find (opens in a new tab)
8. National Institute for Health and Care Excellence (NICE) / Patient.info. Safeguarding children and young people: keep full, contemporaneous records and record verbatim where relevant. Guidance summary (2021). Find (opens in a new tab)