Recording, sharing information and escalation

Clear safeguarding records help the next worker, manager or agency understand what happened and what needs to happen next. Staff should record facts, times, observations, the child's own words where possible, actions taken and who was informed. Vague notes can make a serious concern appear smaller than it is.

Share information only when necessary and proportionate, and follow the correct route. Data protection does not prevent sharing relevant information where a child may be at risk. If other agencies respond too slowly or appear to minimise the concern, use professional challenge and escalation routes.

Recording and escalation basics

• Be factual: record what you saw separately from your interpretation.
• Use the child's words: note key phrases verbatim when you can.
• Build chronology: include dates and times to show patterns.
• Name the action: record who you told and when.
• Challenge drift: escalate if the response is weak or delayed.

Manager focus: escalation culture

Good recording protects children because it helps the right people see the concern clearly and act sooner.