Information Sharing and Recording

Clear safeguarding records are not an optional extra. They can be the difference between a single worrying incident and effective protective action.

In a pharmacy you may only see a child briefly, so your record could be the only contemporaneous account of what happened. A factual, straightforward note lets the safeguarding lead or other professionals understand what was observed, said, or done without guessing.

Good records are simple and timely. Write them as soon as you can, while details are fresh. Include what you observed, what the child, parent or carer said, who was present, when it happened, and what you did. Record words spoken by the child as closely as possible. If you add your own concern or interpretation, state clearly that it is your professional view rather than an established fact.

What Good Recording Looks Like

Useful safeguarding notes are factual, specific, timely and focused on the concern. They allow others to grasp the issue quickly without having to interpret vague wording.

• Record what was seen, heard and done as clearly as possible.
• Distinguish fact from opinion or interpretation.
• Use exact words where they may matter.
• Keep the note relevant to the safeguarding concern.

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

Sharing Information Appropriately

Concerns about confidentiality, consent or who needs to know can cause hesitation. Confidentiality is important, but it does not prevent sharing relevant information when a child may need protection. Share information with the right people, for the right purpose, and no more widely than necessary.

A vague entry such as "child seemed upset" is of limited use. A factual note - for example, that the child went silent when a parent raised their voice or said "don't tell him I said that" - gives other professionals concrete evidence to work with. Clear records and appropriate sharing help build a fuller picture and reduce the risk that important concerns are minimised, forgotten or misunderstood.