KCSIE 2026 says all concerns, discussions and decisions, and the reasons for them, should be recorded in writing, and that it is good practice to keep concerns and referrals in a separate child protection file for each child (paragraph 74). Records should include a clear summary of the concern, how it was followed up and resolved, and any action, decision and outcome. Annex B adds that records should be factual and distinguish observed concerns, professional opinion and historic information.
Governing bodies should make sure files are kept as Annex B sets out (paragraph 126). Only people who need to see the file should have access to it.
When a child leaves. The DSL should make sure the file goes to the new school or college as soon as possible, and within 5 days for an in-year transfer or within the first 5 days of a new term. It goes separately from the main pupil file, securely, and the DSL gets confirmation of receipt (paragraph 150). Annex B of KCSIE 2026 asks the sending school to include a clear, structured summary of current concerns, context and support needs, and the receiving school to have trained staff review it.
A separate file is not a legal exemption from a subject access request, and retention isn't fixed in law. Most schools follow the IRMS toolkit, keeping the file until the child's 25th birthday and then reviewing it.
A chronology usually sits at the front of the file.