Namara Marketplace

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