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Whenever concerns are raised about an Adult at Risk, whether through an allegation or the observation of a set of circumstances, it is crucial to make and keep an accurate written record (see Nottingham and Nottinghamshire Multi Agency Adult Safeguarding Procedure for Raising a Concern and Referring).

All records must be kept in a confidential and secure place and must only be shared, in order to safeguard the Adult at Risk, with the Adult Safeguarding Contact Officer or a professional from Adult Social Care or the Police - see Information Sharing Procedure.

The following steps should be observed:

  • Whenever possible and practical, take notes during any conversation;
  • Ask for consent to do this and explain the importance of recording information;
  • Explain that the person giving you the information can have access to the records you have made in respect of their own information;
  • Where it is not appropriate to take notes at the time, make a written record as soon as possible afterwards and always before the end of the day;
  • Record the time, date, location, format of information (e.g. letter, telephone call, direct contact) and the persons present when the information was given;
  • The record must always be signed and dated by the person making the record;
  • Include as much information as possible but be clear about which information is fact, hearsay, opinion and do not make assumptions or speculate;
  • Include the context and background leading to the disclosure;
  • Maintain a log of actions and record times, dates and names of people contacted and spoken to as well as their contact details;
  • Include full details of referrals to Adult Social Care Services and the Police;
  • Pass all original records, including rough notes, within one working day to the Adult Safeguarding Contact Officer.

The Adult Safeguarding Contact Officer will create a Safeguarding Case File which will be kept securely and will contain all records, logs, events and information relating to the particular adult.

Where a referral is made to Adult Social Care, it will be followed up in writing by the Adult Safeguarding Contact Officer. Where the Adult Safeguarding Contact Officer attends a Strategy Meeting or any other meeting, any reports or minutes of meetings must be kept securely on the Safeguarding Case File.

Clarification should be provided to the subject of the Safeguarding Case File of how they can have access to the information held on the file and the timescale for destruction of the information once the circumstances of the case have been concluded.