Required childcare record-keeping overview

Guidance on what records you'll need to keep and how long to store them for

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Written by Support
Updated over a week ago

This help centre article was written for childminders preparing for registration with the Koru Kids' Home Nursery service

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How long to store records

Once you start caring for children, there are a number of childcare records you’re required to keep.

  • As recommended by the NSPCC, you’re required to keep childcare records until the child reaches the age of 25.

  • In relation to food ingredients you buy, one month is fine unless there is an incident of sickness which may be related to food, in which case we’d suggest keeping records for one year from the date of the incident.

  • You should keep all childcare records secure. If they’re contained on a digital device it should have a strong password. If you keep paper records, these should be kept in a locked box.

  • In addition to the list below (which focuses exclusively on childcare records) you’ll need to keep records for the business side of what you do - including receipts for anything you buy for tax purposes, and details of your insurance policies too. As you read through the handbook, you’ll see these mentioned along the way.

What records to keep

Here is a list of the childcare records you’re required to keep:

  • Your regular observations of children’s learning and development progress and their 2 year progress check.

  • Details of any complaints received and their outcome.

  • Accidents and injuries that occur in your setting or the child’s home (pre-existing injuries) including any notifications to RIDDOR.

  • Medication permission forms and medication administered.

  • Any written risk assessments you have put together.

  • Child attendance in your register if kept in paper form (including any visitors, unexplained child absences and when your assistant is on-site and in sole-charge).

  • The times you checked on sleeping children staying at your setting overnight.

  • The ingredients you use in your food and what meals you serve.

  • Any safeguarding concerns you have about children in your care in line with your safeguarding policy.


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