Namara Marketplace

Information Asset Register

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Informatio

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Personal D

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Retention

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Locations

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Objectid

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Adult Care
Adult Social Care Customer Record
High
Official-Sensitive
Case record in adult social care case management system
Live
Liquid Logic, Social Care Complaints/Compliments Database and any associated paper file
Yes
t
From the customer, their carers, health or other involved professionals
Some information on the customer and provision of care is shared with the care provider
Care Act 2014
Director of Adult Social Care and Caldicott Officer
Adult Social Care Operational staff and business support.
Destroy 8 years after closure or death.
27.09.2017
Held electronically in ASC case management system and Social Care Complaints/Compliments Database. Interfaces with controcc.
Across the Borough ASC teams.
From the customer, their carers, health or other involved professionals
79
Adult Care
Adult Social Care Customer Record
Medium
Official
Case record in adult social care case management system - contact recorded but no assessment of need provided or customer has died.
Dormant
FRC
Yes
f
From the customer, their carers, health or other involved professionals
Some information on the customer and provision of care is shared with the care provider
Care Act 2014
Director of Adult Social Care and Caldicott Officer
Adult Social Care Operational staff and business support.
Destroy 2 years after last contact or date of death.
27.09.2017
Held electronically in ASC case management system.
Across the Borough ASC teams.
From the customer, their carers, health or other involved professionals
92
Adult Care
Adult Social Care Customer Records - Assessment
High
Official-Sensitive
Assessment of whether applicant is eligible for services and judgements about what services should be provided* Care plan
Live
Liquid Logic and Controcc
Yes
t
Social Care Assessment
Those involved in the care and support of the individual on a need to know basis.
Care Act 2014
Director of Adult Social Care and Caldicott Officer
Adult Social Care Operational staff and business support.
Destroy - 25 years after last contact.RGLA 3.18
14.12.2017
Held electronically in ASC case management system. Interfaces with controcc.
Across the Borough ASC teams.
From the customer, their carers, health or other involved professionals
85
Adult Care
Adult Social Care Customer Records - Service provision processes
Medium
Official
Process involved in the provision of services or programmes to adults
Live
Liquid Logic and Controcc
Yes
t
Social Care Assessment
Those involved in the care and support of the individual on a need to know basis.
Care Act 2014
Director of Adult Social Care and Caldicott Officer
Adult Social Care Operational staff and business support.
Destroy -25 years from closure.
23.02.2018
Held electronically in ASC case management system and paper records and electronic records
Across the Borough ASC teams.
From social care staff involved in assessment and case management
87
Adult Care
Adult Social care Customer Record
High
Official-Sensitive
Customers with a debt
Live
Liquid Logic and Controcc and Oracle plus any associated paper or electronic records
Yes
f
From interfaces to oracle from Liquid Logic and Controcc
Debt recovery and Legal
Care Act 2014
Director of Adult Social Care and Caldicott Officer
Adult Social Care Business Support staff.
Destroy 8 years following settlement of debts.
27.09.2017
Held electronically in ASC Financial system, interfaces to Oracle.
Across the Borough ASC teams.
From the financial assessment and Liquid logic interfaces to Oracle
81
Adult Care
Cannon Hygiene Reports / job sheets
High
Official
Monitoring and recording of hygiene within Care4ce establishments.
Live
Paper and electronic
No
f
N/A
Not shared with any Teams or Third Parties.
Care Act 2014. Mental Capacity Act 2005. Making Safeguarding Personal initiatives.
Director of Adult Social Care and Caldicott Officer
Care4ce
Destroy 3 years from last action.
29.09.2017
The record is transferred to archive storage facilities once its function has passed. The record is carried from its location in the Care4ce establishments into a storage box and then sent to offsite storage via a secure delivery van.
Care4ce establishment
N/A
62
Adult Care
Care Registers / Admission & Discharge Book
Medium
Official
Records completed by staff in the establishment. From the beginning of a service & when it ends. Daily registers of attendance.
Live
Paper and electronic
Yes
f
From each establishment
Relevant professionals e.g. social workers, support workers etc.
Care Act 2014. Mental Capacity Act 2005. Making Safeguarding Personal initiatives.
Director of Adult Social Care and Caldicott Officer
Care4ce
Destroy 15 years after administrative use
29.09.2017
Electronic copies should be deleted once filed. The record is transferred to archive storage facilities once its function has passed. The record is carried from its location in the Care4ce establishments into a storage box and then sent to offsite storag
Within care4ce establishment - filing cabinet - secure electronic shared network.
Records completed by staff within the establishment
63
Adult Care
Carer's Records -Assessment
High
Official-Sensitive
Details of assigned carers* Carer details * Assessment *Financial Support * Carer related Services * Carer reviews
Live
Liquid Logic
Yes
t
From the customer, their carers, health or other involved professionals
Those involved in the care and support of the individual on a need to know basis.
Care Act 2014
Director of Adult Social Care and Caldicott Officer
Adult Social Care Operational staff and business support.
Destroy - 25 years after last contact or end pf employment.RGLA 3.18
14.12.2017
Held electronically in ASC case management system. Interfaces with controcc.
Across the Borough ASC teams.
From the customer, their carers, health or other involved professionals
89
Adult Care
Catering product delivery check list
Low
Official
A record of food products delivered to Care4ce establishments.
Live
Paper format from the catering service
No
f
N/A
Not shared with any Teams or Third Parties.
Care Act 2014. Mental Capacity Act 2005. Making Safeguarding Personal initiatives.
Director of Adult Social Care and Caldicott Officer
Care4ce
Destroy 3 years from last action.
29.09.2017
The record is transferred to archive storage facilities once its function has passed. The record is carried from its location in the Care4ce establishments into a storage box and then sent to offsite storage via a secure delivery van.
Within care4ce establishment - stored within kitchen area- Network shared folders.
N/A
59
Adult Care
Cleaning products
Low
Unclassified
Leaflets and guidance from manufacturers on cleaning products including bleach
Live
Paper (COSHH file)
No
f
N/A
It has to be accessible to Care4ce staff.
Care Act 2014. Mental Capacity Act 2005. Making Safeguarding Personal initiatives.
Director of Adult Social Care and Caldicott Officer
Care4ce
Disposal of cleaning item destroy after 6 years or until product is no longer used. Limitation Act 1980 Chapter 58 http://www.legislation.gov.uk/ukpga/1980/58
29.09.2017
Within Care4ce establishment.
Care4ce establishment
N/A
74
Adult Care
Diaries / Conversation Books/Activities
High
Official-Sensitive
Details of establishment's diary/ Conversation Book which details events, appointments and activities.
Live
Paper
Yes
t
Care4ce staff
Care4ce staff within each establishment.
Care Act 2014. Mental Capacity Act 2005. Making Safeguarding Personal initiatives.
Director of Adult Social Care and Caldicott Officer
Care4ce
Destroy - 25 years from closure.RGLA 3.25
29.09.2017
The file is stored within a filling cabinet. The record is transferred to archive storage facilities once its function has passed.
Care4ce establishment
Staff within the establishment
75
Adult Care
Infected blood
High
Official-Sensitive
Information relating to infected blood
Live
Liquid Logic, offsite archive storage
Yes
t
From the customer, their carers, health or other involved professionals
Those involved in the care and support of the individual on a need to know basis.
Care Act 2014
Director of Adult Social Care and Caldicott Officer
Adult Social Care Operational staff and business support.
Indefinitely
09.07.2020
Held electronically in ASC case management system and paper records and electronic records
Liquid Logic
From the customer, their carers, health or other involved professionals
962
Adult Care
Inventory
High
Official
An inventory of any hazardous substances kept within Care4ce establishments. In line with the Control of Substances Hazardous to Health(COSHH) .
Live
COSHH mandatory that the companies providing the products to provide the leaflets -
No
f
N/A
It has to be accessible to Care4ce staff.
Care Act 2014. Mental Capacity Act 2005. Making Safeguarding Personal initiatives.
Director of Adult Social Care and Caldicott Officer
Care4ce
Retain until supersededPLUS 6 YEARS
29.09.2017
N/A
Care4ce establishment
N/A
96
Adult Care
Lease Car Mileage Trackers (connected to service users) & Care4ce using lease cars
Medium
Official
Information relating to the mileage used by Care4ce staff.
Live
Staff record the mileage travelled. Paper / electronic
Yes
f
Care4ce Staff
Relevant staff within Care4ce and managers
Care Act 2014. Mental Capacity Act 2005. Making Safeguarding Personal initiatives.
Director of Adult Social Care and Caldicott Officer
Care4ce
Destroy 7 years after disposal
29.09.2017
Electronic copies should be deleted once filed. The record is transferred to archive storage facilities once its function has passed. The record is carried from its location in the Care4ce establishments into a storage box and then sent to offsite storag
Care4ce establishment
N/A
54
Adult Care
Registration
Medium
Official
Any other related information including certificate of CQC (Quality Commission)
Live
Paper and electronic
No
f
N/A
General public and Car4ce staff and managers.
Care Act 2014. Mental Capacity Act 2005. Making Safeguarding Personal initiatives.
Director of Adult Social Care and Caldicott Officer
Care4ce
Retain until the next inspection.
29.09.2017
The certificate is stored within Care4ce CQC registered establishment.
The certificate is stored within Care4ce CQC registered establishment.
N/A
72
Adult Care
Site maintenance log books
Medium
Official
A record of any changes of maintenance within Care4ce establishments
Live
Paper reports
No
f
N/A
Not shared with any Teams or Third Parties.
Care Act 2014. Mental Capacity Act 2005. Making Safeguarding Personal initiatives.
Director of Adult Social Care and Caldicott Officer
Care4ce
Destroy 7 years after last action.
29.09.2017
The record is transferred to archive storage facilities once its function has passed. The record is carried from its location in the Care4ce establishments into a storage box and then sent to offsite storage via a secure delivery van.
Care4ce establishment
N/A
57
Adult Care
Tenancy Agreements - Supported Living Network
High
Official-Sensitive
Documentation relating to the tenancy of an service user within a supported living network (SLN)
Live
External providers share the tenancy agreements with Care4ce. Paper - TBC if electronic copies
Yes
t
External providers
Care4ce and relevant professionals linked to the service user
Care Act 2014. Mental Capacity Act 2005. Making Safeguarding Personal initiatives.
Director of Adult Social Care and Caldicott Officer
Care4ce
Destroy 15 years after administrative use
29.09.2017
The record is transferred to archive storage facilities once its function has passed. The record is transferred from its location in the Care4ce establishments into a storage box and then sent to offsite storage via a secure delivery van.
Could be stored in the service user's file if retention for care files is 25 years. More recent tenancy agreements are stored with the Housing association.
External provider send the agreement to Care4ce. TBC how its sent
94
Adult Care
Utilities, Gas/Electric & Water - Supported Living networks ( building not owned by CEC)
Medium
Official
Records of the Utilities, Gas/Electric & Water - Users Billed for the services.
Live
Centre send the Bill on electronically
Yes
f
N/A
Not shared with any Teams or Third Parties.
Care Act 2014. Mental Capacity Act 2005. Making Safeguarding Personal initiatives.
Director of Adult Social Care and Caldicott Officer
Care4ce
Destroy 2 years after issue
29.09.2017
The record is transferred to archive storage facilities once its function has passed. The record is carried from its location in the Care4ce establishments into a storage box and then sent to offsite storage via a secure delivery van.
Within SLN establishment.
N/A
98
Adult Care
Volunteer files for OFFICE WORKERS
Medium
Official
Induction pack, role description and training records for volunteers.
Live
Paper
Yes
t
It has been recorded by volunteers
Care4ce staff within each establishment.
Care Act 2014. Mental Capacity Act 2005. Making Safeguarding Personal initiatives.
Director of Adult Social Care and Caldicott Officer
Care4ce
Destroy 25 years after conclusion of transaction
29.09.2017
The record is transferred to archive storage facilities once its function has passed. The record is carried from its location in the Care4ce establishments into a storage box and then sent to offsite storage via a secure delivery van.
Within Care4ce establishment in a filing cabinet
from Information provided by volunteers
78
Assets
Public conveniences
Low
Official
Provision of public conveniences. ToiletsMaintenance and cleaning.
Live
CEC Server (Regen File share)
No
f
N/A
TBC
TBC
Executive Director of Place
Regeneration Team
Destroy – 7 years
07.03.2019
TBC
Onsite Regeneration Team Shared Folder
N/A
99
Catering
Invoice payments
Medium
Official
Supplier Invoices paid via Oracle
Live
Supplier invoices
No
f
N/A
Catering team Payments / TSC
Local Government Finance Act(s)
Executive Director of People
Catering team and Transactional Service Centre
Retain for 3 years + current year
08.05.2018
Electronically
Municipal Buildings and Transactional Service Centre Oracle system
N/A
101
Children and Families Care Services
Adoptive parent
High
Official-Sensitive
Information about adoptive parents* Case files - carer
Live
Liquid Logic
Yes
t
Adopter's supervising social worker, adopters social worker and adopter themselves.
Permanence and Through Care team, Safeguarding, Legal, Adoption Counts and potentially other local authorities.
Adoption and Children Act 2002 (sec 56-65);Disclosure of Adoption Information (Post Commencement Adoptions) Regulations 2005 Part 2
Executive Director of People
Children's Social Care
Destroy 100 years from date of adoption. This retention period only applies to adoptions on or after 30/12/2005. For adoptions prior to this date the previous retention period of 75 years still applies.Adoption and Children Act 2002, Sections 56-65Disc
09.02.2018
Verbal communication and email
Liquid Logic
Verbal communications, electronically, paper forms and forms on Liquid Logic
19
Children and Families Care Services
Age Assessment - Unaccompanied asylum seeking children
High
Official-Sensitive
Assessment of an unaccompanied asylum seeking child's age and subsequent support provided/action taken
Live
Liquid Logic
Yes
t
From assessment meeting with police officer, interpreter, social worker and unaccompanied asylum seeking child.
Assessment meeting with police officer, interpreter, social worker and unaccompanied asylum seeking child.
Immigration (European Economic Area) Regulations 2006
Executive Director of People
Permanence and Through Care Fostering Service Commissioning Service, Police, Health, Placement Service and Placement Provider
Destroy 100 years from date of last entry
12.01.2018
Verbal communications between interpreter and social worker.
If rejected stored on a shared drive. If accepted create a profile on Liquid Logic as a cared for child.
Verbal communication with police officer, interpreter, social worker and unaccompanied asylum seeking child.
20
Children and Families Care Services
Allocations Folder
Medium
Official
Excel spreadsheet which records information on all casework requests.
Live
Electronic format from Microsoft Excel and SharePoint. CHECS from Liquid Logic and Child in Need and Child Protection Teams
Yes
f
Parents, any other involved agencies, Preventative Services and educational establishments
Preventative services, Children's social care, parents and referring agencies.
Children's Act 1989 and Children's Act 2004
Executive Director of People
Prevention services
Destroy 6 years after last contact or 2 years from the date of death if the child dies before they reach 18 years.
21.02.2018
No transfer
Drive with password protected
Liquid Logic
47
Children and Families Care Services
Annual Review
High
Official-Sensitive
Annual review paperwork from the educational setting. Setting out what amendments and changes. Three outcomes maintain, cease and amend the Education and Health Care plan.
Live
Liquid Logic and SharePoint.
Yes
t
Education establishment, parent, health and social care service.
Parent, educational establishment and any other relevant professional.
SEN DEF Code of Practice 2015, Children and Families Act 2014, Mental Capacity Act 2005 and Care Act 2014.
Executive Director of People
Special Educational Needs Team
Destroy from 35 years from the DOB of the service user.
30.01.2018
Sent via post to the parent, email to the education establishment and health and social care if appropriate.
Liquid Logic and paper file.
Sent to Cheshire East Council via email or post by education establishment.
350
Children and Families Care Services
Assessment
High
Official
Assessment on suitability of a carer* Case files - carer
Live
Only if approved carer the information will be stored on Liquid Logic. Located on a shared drive if potential carer.
Yes
t
Potential carer, Fostering panel (Cheshire East Council managers and social worker)
Fostering Panel, Fostering Admin Team, Social Workers, Manager and Police (DBS checks &STAT check).
Fostering Services (England) Regulations 2011
Executive Director of People
Fostering Team
Retain until the child is 75, or 15 years from the date of death if the child dies before they reach 18 years.Arrangements for Placement of Children (General) Regulations 1991 reg. 10
12.01.2018
Verbal discussions and minutes (Discussions about potential carer's and successful applicants are noted down on the meeting minutes)
Liquid Logic, a Shared Drive and Paper file.
Through a paper application form and face to face discussion with supervising social workers. Medical information, references, previous work history and checks from other local authority are provided by Third parties.
344
Children and Families Care Services
Care leavers
High
Official-Sensitive
Details of college and employer application forms and risk assessments.- Consent to share information - Case files - child - Care leavers 16+
Live
Liquid Logic - Personal Educational Plan
Yes
t
The individual provides and agrees for the data to be shared & identifies who they want the data to be shared with.
Potential providers, education training and employment.
Children (Leaving Care) 2000 and Children Act 1989
Executive Director of People
Virtual Schools, Social Care, potential providers and Youth Support
Destroy on child's 25th birthday. Limitation Act 1980 section 5
12.01.2018
Email, phone calls, meetings and post
Stored in Liquid Logic (some are still stored in the department's shared O'drive). Reports are stored department's shared O'drive.
From the PEP or individual information the have provided- direct contact
15
Children and Families Care Services
Case management
High
Official-Sensitive
Prevention Team the prevention of youth crime and the support of young people at risk* Case files* Data
Live
Liquid Logic, Careworks (no longer used, but holds historical data), Excel on SharePoint and Historical client files sent to offsite storage
Yes
t
Referrer, young person and family.
Young Person, family and agencies involved in the Common assessment framework
Children Act 1989
Executive Director of People
Prevention services
Destroy 25 years from date of birth, or 10 years from contact.RGLA 3.12
28.02.2018
Carrying physical records, internal and secure external email.
Prevention Team office
Paper forms used during information gathering and assessment. Other agencies, e.g. Police. ASB, Team or education establishments.
349
Children and Families Care Services
Children in Need (not subject to Section 47 Enquiry and not in care)
High
Official-Sensitive
Process involving individual case assessment, investigation, registration and management of children involved in child protection:* investigated, conferenced and registered* core assessment* investigated but not conferenced and registeredCase files -
Live
Liquid Logic and DAFSU database (MODUS)
Yes
t
CHECS, educational establishments, police, parents, other social workers, family and health professionals.
Other relevant professionals
Children Act 1989
Executive Director of People
Liquid Logic users who need access to the case file or information.
Destroy 10 years from closure.RGLA 3.8
08.02.2018
The information is kept within Liquid Logic
Liquid Logic
CHECS, school, police, parents, other social workers, families, health professionals and other relevant agencies.
10
Children and Families Care Services
Children's Commissioning - Services for Children-
Medium
Official
Details of Chief Executive, Directors and Key Workers for suppliers within sealed service Contracts
Live
Children and Families Commissioning O Drive folder, items saved in PDF, Word Document Format
Yes
f
The Supplier
People's and Children's Commissioning Team
Common Practice RGLA 4.11
Head of Children's Commissioning
People's and Children’s Commissioning Team
Destroy 12 months after contract expires. Main copy held with Legal services. Common Practice RGLA 4.11 (reviewed Annually)
30.01.2018
Word documents converted to PDF and store saved into O' Drive.
Children and families Commissioning O Drive folder
Contractual Agreement send by the suppliers
158
Children and Families Care Services
Family Focus data warehouse
High
Official-Sensitive
To support National Troubled Families programme. Used to store, and track data which supports the National Families Programme. Stores data to evidence eligibility for the programme and improve the outcomes.
Live
Microsoft Business intelligence work-data Warehouse
Yes
t
Parents and Liquid Logic
Internal managers, Office for National Statistics, Department for Communities and Local Government
Children's Act 1998 and Children's Act 2004. Section 115 (1) and Section 17 Crime and Disorder Act 1998, section 14 of the Offender Management Act and Part 4 Section 23 of the School Discipline Regulations 2012.
Executive Director of People
Prevention services
Retain for 25 years from the date of birth of the child.
22.02.2018
Transfer to Department for Work and Pensions on a monthly basis through secure email. Cheshire Police, Plus Dane, Guinness Housing, Peaks and Plains, Probation Service and Community rehabilitation company and Pan Cheshire Youth justice service send infor
Store information on Secure server. Only Family Focus Team members and manager can access
Partner agencies systems.
346
Children and Families Care Services
Financial support
Medium
Official
Meals provided for pupils within education establishments* Case files - child* education establishment meals
Live
Liquid Logic, Synergy, Information Work/, Northgate Revenues and Outlook
Yes
f
On-line claims from the Council's web site, telephone calls and emails
Customer Services
Free school meals are provided for children whose parents receive certain benefits (or who are on those benefits themselves. • Income Support• Income-based Jobseekers Allowance• Income-related Employment and Support
Executive Director of People
Benefits and Customer Services
Destroy 3 years after end of current financial year.Accounts and Audit Regulations 1974Limitations Act 1980
15.09.2018
The information is not transferred
Liquid Logic, Synergy, Information Work and Northgate Revenues
On-line claims from the Council's web site, telephone calls and emails
347
Children and Families Care Services
Grants
Medium
Official
Details about other grants* Case files - child pupil Premium grant DFE
Live
Synergy - Shared O'drive. ( education establishment's finance system) /
Yes
f
Education establishment request funding for child data
Virtual Schools, education establishments and social care
Children's Act 1989 and The Children and Families Act 2014
Executive Director of People
Virtual School
Destroy 3 years after end of current financial year.Accounts and Audit Regulations 1974Limitations Act 1980
05.02.2018
Via email, logged into Liquid Logic and to spreadsheet O'drive
Liquid Logic and Shared O'drive.
Education establishments send the data
311
Children and Families Care Services
Learner data
Medium
Official
"Cheshire East Skills and Lifelong Learning (S&LL) commissioned CW&C to collect and track learner data across all funding streams and to produce the ILR data return file which supports the ESFA grant payments. The learner data were collected via paper a
Live
AQUA
Yes
t
The customer provides their data
ESFA, Ofsted, any reporting system with access to AQUA
It is a contract between the learner and the ESFA. In return for funding their (free) course, the learner provides data as required by the ESFA. The ESFA provides Privacy notices for this service.
Director Of Education and 14-19 skills
Cheshire East Lifelong Learning soon to be Skills and Lifelong Learning
"The data should have been destroyed on 31st October 2018 - see Description. .
01.03.2019
Manual input and Excel upload
Service Birmingham and CW&C systems
Via applications forms
309
Children and Families Care Services
Legal
High
Official
Case files - Carer* Carer files
Live
Liquid Logic
Yes
t
The foster carer, the assessment of the social worker, wider checks with partner agencies, may contain information from the child placed.
The supervising social worker, their line manager, the foster carer, fostering panel and potentially the allocated solicitor in exceptional cases.
Fostering Services (England) Regulations 2011
Executive Director of People
Supervising social worker, their line manager, the foster carer, fostering panel, another fostering service if the records are formally requested under the regulations, the Court if this is directed in family proceedings.
The Fostering Services (England) Regulations 2011, regulation 32 (1) to (6). 10 years for fostering service records and register data from data at which fostering approval terminated. Care records held for a placement in which a specific placement made n
15.02.2018
If information regarding a legal case is sent to Third Parties it is sent via secure email. Court Bundles are also sent to the Court and this is undertaken via secure courier.
Liquid Logic
It is collected by Foster carers via supervisions directly between supervising social workers and carers. It is collected through telephone calls, emails and assessments by social workers.
28
Children and Families Care Services
Legal
High
Official-Sensitive
Details relating to legal issues* Case files - child
Live
Liquid Logic
Yes
t
The child, the birth parents and their family, referrals and checks from partner agencies, statements, assessments, orders filed by parties within care proceedings and privileged legal advice from allocated solicitor.
The social worker, their line managers, the allocated solicitor, the parties within care proceedings, the allocated guardian within proceedings and the independent reviewing officer.
Limitation Act 1980, Adoption and Children Act 2002 and Children Act 1989.
Executive Director of People
Social worker, their line managers, the allocated solicitor, the parties within care proceedings, the allocated guardian within proceedings and the IRO.
Retain information until 25 years from date of birth unless the case relates to an adopted child (retain for a 100 years) or the case relates to a looked after child (until the child 75th birthday).
15.02.2018
If information regarding a legal case is sent to Third Parties it is sent via secure email. Court Bundles are also sent to the Court and this is undertaken via secure courier.
Liquid Logic
It is gathered by home visits with families and carers, assessment visits, referrals via CHECS, child protection conferences/CIN meetings/CAF meetings, evidence within proceedings is via statements compiled by parents solicitors, reports from Experts, re
29
Children and Families Care Services
Licensing
High
Official-Sensitive
The process of registration of homes for the care and support of children, in the responsibility of the local authority* Case files - carer* Care or care licence* Organisation files* Child carers files* Childcare registration* Day care registration
Live
Details pertaining to them as a provider and who lived/attended as part of child's file created in Liquid Logic. Liquid Logic has the registration number but doesn't have license.
Yes
t
From the provider and other involved professionals
Relevant professionals- social worker.
Children’s Home Regulations Act 2001Regulations 29.
Executive Director of People
Childrens Commissioning Team, Placement Service.
Permanent offer to County Archivist after administrative use is concluded - 25 years from closure of centre, or discontinuation of care.RGLA 9.18
01.03.2018
Paper files - stored in boxes and transferred to offsite storage
Offsite storage
Information gathered from social worker, the young person any other relevant professional connected to the child's are
155
Children and Families Care Services
Operation of homes
High
Official-Sensitive
Details of home's Diaries
Live
Paper records
Yes
t
Information gathered from social worker, the young person any other relevant professional connected to the child's are
Any relevant professional involved in the child's care - if necessary
Children’s Homes Regulations1991 section 17 and The Children’s Homes (England) Regulations 2015 RGLA.37 (standard 4)
Executive Director of People
Residential Home Staff
Destroy 75 years from date of last entry.Children's Homes Regulations 2001, Regulation 29 and Schedule 4
01.03.2018
Paper files - stored in boxes and transferred to offsite storage
Offsite storage
Information gathered from social worker, the young person any other relevant professional connected to the child's are
339
Children and Families Care Services
Operation of homes
Medium
Official
Documentation about the running of a children's home* Case files - residential homeInformation about individual clients must go on the individual child file
Live
Paper records
Yes
t
Information gathered from social worker, the young person any other relevant professional connected to the child's are
Parent, carer, guardian and any other relevant professional involved in the child's care
Children’s Home Regulations Act 2001Regulations 29.
Executive Director of People
Residential Home Staff
Destroy 75 years from date of last entry.Children's Homes Regulations 2001, Regulation 29 and Schedule 4
01.03.2018
Paper files - stored in boxes and transferred to offsite storage
Offsite storage
Information gathered from social worker, the young person any other relevant professional connected to the child's are
340
Children and Families Care Services
Out of hours
High
Official-Sensitive
System for case managers to identify if they are working early or late (outside of office hours), lists who is on a visit, who with, where, client details/addresses/telephone numbers, any risks. Duty Manager then checks that staff member is safe at the
Live
SharePoint
Yes
f
Recorded by the Case Manager
Prevention Team
Under GDPR Article 6.1 (e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
Executive Director of People
Prevention Team
Destroy after 6 months- Limitations Act 1980.
11.04.2018
Information directly recorded by the Case manager
SharePoint
Case manager records the information on to the SharePoint site dedicated for this use.
326
Children and Families Care Services
Permanent exclusions - Virtual education establishment
Medium
Official
If a child is notified for permanent exclusion they are notified within five days.
Live
Liquid Logic
Yes
f
Education establishment send to social worker usually by post and email. Welfare call will also send information to the Attendance monitoring service via secure email.
New education establishments or education providers
Education Act 2002 chapter 32 Part 3 and Exclusions law.
Executive Director of People
Virtual School team, education establishment, Social care, social workers, potential new education establishments or education providers
Destroy on child's 21st birthday.LGCS v2.03, Page 89
05.02.2018
Through email, post and logged onto Liquid Logic by social care
Stored in Liquid Logic (some are still stored in the department's shared O'drive). Reports are stored department's shared O'drive.
Education establishments send the data and it is uploaded by the social worker
32
Children and Families Care Services
Preventing and offending panels
High
Official
Preventing and offending panels and discussions Minutes
Live
SharePoint and Shared Drive
Yes
f
The professionals attending the panel. Multi agencies…etc.. Social worker…
Attendees of the meeting ONLY
Children's Act 1989 and Children's Act 2004
Executive Director of People
Relevant professionals who attended the meeting
Destroy after 6 years inwhich an action can bebrought in the case of a simple contract - Limitation Act1980 s.5 and recommendedby the Department of Health Guidance to SocialServices
11.04.2018
Typed up from paper to electronic format and also created electronically in meeting. Record distributed to relevant professionals via internal email and secure email to external staff
SharePoint or Shared Drive
from the meetings/ typed - referral forms (if unable to attend meeting
319
Children and Families Care Services
Resource and Accommodation Panel
Medium
Official
Information regarding children attending resource and accommodation panel - Minutes from the meeting
Live
Liquid Logic
Yes
f
Child's social worker presenting the information for discussion with the panel.
Resource and Accommodation Panel
Children Act 1989
Executive Director of People
Children's social care
Destroy on child's 21st birthday.LGCS v2.03, Page 90
09.02.2018
Meeting agenda sent out via secure email, agenda also on SharePoint and minutes are typed on Liquid Logic
Liquid Logic
Electronically from child's social worker and completed on Liquid Logic.
36
Children and Families Care Services
Review
High
Official
Case files - Adoption and fostering carer. A carer review involves a social worker visiting a foster carer to check that they are coping and managing.
Live
Liquid Logic and handwritten notes.
Yes
t
Foster or adopted carer and supervising social worker. Child's social worker including Cheshire East Council and possibly other local authorities.
Supervising social worker, Safeguarding, Adoption Counts and the manager. If an investigation is undertaken then the Fostering Admin team and the Police would see the information.
Fostering Services Regulations 2002 reg. 32
Executive Director of People
Supervising social worker , social worker's manager and Adoption Counts.
Destroy 100 years from date of Adoption Order. 75 years for Fostering Career file.
12.01.2018
Handwritten notes typed and scanned into Liquid Logic and pre-set forms completed onto Liquid Logic.
Liquid Logic
Handwritten notes
7
Children and Families Care Services
Schedule 1 offenders
High
Official-Sensitive
Consolidated listing of section 1 offenders* Register
Live
Liquid Logic
Yes
t
From the individual, parents and other involved professionals
Individual, family and relevant professionals- social worker.
Children’s Act 1989 section 20 and section 31
Executive Director of People
Child in Need and Child Protection Teams and health professionals
Permanent retain for 70 years then offer to County Archivist after administrative use is concluded.RGLA 3.7
01.12.2018
Held electronically in CSC case management system. Can be extracted via reporting tools
Across the Borough CSC teams.
From the individual, parents and other involved professionals
38
Children and Families Care Services
School exclusions
High
Official
Temporary exclusion from education establishment. Fixed term exclusions. * Case files - child* Appeals files* Exclusion files.
Live
Synergy. Managed by Business Intelligence team.
Yes
t
From education establishment's IT systems and education establishment and Information Management System.
Cumulative data about number of exclusions is shared data back to education establishment.
Exclusions law.
Executive Director of People
Special Educational Needs team, and Education Welfare team.
Destroy 25 years from last action.RGLA 3.19
10.01.2018
Directly from education establishments and an IT cloud system.
Tribal Synergy
Transferred from education establishments
310
Children and Families Care Services
Substance misuse
High
Official-Sensitive
The use of drugs for non-medical purposes including drug abuse and addiction
Live
Liquid Logic and Integrated Youth Support service
Yes
t
From multi agency referrals and completion of substance misuse tool.
Relevant professionals with the young persons permission. If there is a safeguarding concern the information will be flagged with Children and Families Social Care Teams.
Local Government Act 1972
Executive Director of People
All relevant Cheshire East Council Children and Families teams. Statistical information goes back to the Health authority.
Destroy 25 years from DOB or 10 years from last contact.RGLA Check
05.02.2018
Referrals from email or paper.
Integrated Youth Support service and Liquid Logic
Self referral from young person, medical professional, or teams within Cheshire East Council.
3
Children and Families Care Services
Two year old offer
Medium
Official
The two year old offer is a database to ensure that children eligible can access their entitlement.
Live
SharePoint
Yes
t
Health agencies, Department for Work and Pensions and parents
Health agencies and Preventative Services
Childcare Act 2006
Executive Director of People
Preventative Services and health colleagues
Destroy 6 years after last contact or 2 years from the date of death if the child dies before they reach 18 years. Information should be reviewed depending on any previous status of the child. If the child receives social care the information will then b
21.02.2018
No transfer
SharePoint
Department for Work and Pensions and Preventative Services
330
Communities
Community Cohesion Strategy Group - agenda, minutes of meetings, action plan
Medium
Official
Process to facilitate, monitor and manage the overall Cohesion Strategy for Cheshire East, through discussion and debate by key stakeholder representatives
Live
Paper document, electronic documents, Shared File and Shared Odrive
Yes
f
Provided by individuals for contact purposes
Relevant staff within the Communities Team
Under GDPR Article 6.1 (e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
Director of Public Health & Communities
Communities Team
Retain for 1 year and review
25.04.2018
Information is recorded from meetings and other relevant forms the transferred to relevant storage location
Shared folder and shared drive
Through meetings and other relevant forms
167
Communities
Community Franchise applications & supporting documentation
Medium
Official
Franchise Status application and award. information used to assess application
Live
Shared folder and hard copy of applications maintained by LEO
No
f
N/A
Relevant staff within the Communities Team
Under GDPR Article 6.1 (e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
Director of Public Health & Communities
All in partnerships team
Retain for 1 year and review
25.04.2018
From Paper to electronic/ scanned, typed
Shared folder and hard copy of applications maintained by LEO
N/A
160

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