purplewednesday1 Posted July 31, 2009 Posted July 31, 2009 Okey dokey ... right then How long do we keep registers for - have heard advice ranging from a term ... 3 years .... til the next inspection ... 10 years... until the child is 21 ... for 21 years ... Doesn't seem very clear! Need to know about registers / child records / accident forms / medication forms If it is 21 years is there anyone in the southeast who'd like to go shares on a warehouse?! (LOL) Help me please before I either file too much or throw something away that I shouldn't do! Many thanks my lovelies pw xx
Possum Posted July 31, 2009 Posted July 31, 2009 I do mine on the computer anyway, save it to a non-rewriteable disk at the end of the year, along with other documentation like children's details, scans of other stuff etc
purplewednesday1 Posted July 31, 2009 Author Posted July 31, 2009 OOh, that's clever. How do you deal with signing in and out during the day then? Is your computer in the main area or do people have to come in past you? thanks pw
sunnyday Posted July 31, 2009 Posted July 31, 2009 (edited) OOh, that's clever. How do you deal with signing in and out during the day then? Is your computer in the main area or do people have to come in past you? thanks pw Hi pw - I am going to try to help!!!records_retention.doc If that has worked I'll eat my hat! Crikey ...so good I did it twice! Off to find my hat now!!! Edited July 31, 2009 by sunnyday
sam2368 Posted July 31, 2009 Posted July 31, 2009 I'm very interested to know how you do it on the computer too. With all of this flexibility i'm keen to find something accurate and manageable for September, which still allows me enough time to spend with the children!
purplewednesday1 Posted July 31, 2009 Author Posted July 31, 2009 Hi pw - I am going to try to help!!!records_retention.doc If that has worked I'll eat my hat! Crikey ...so good I did it twice! Off to find my hat now!!! Hey! What flavour's your hat???!!! Where's the info from? - (not doubting you! just would like to know!) Thanks for help! Pw xx
sunnyday Posted July 31, 2009 Posted July 31, 2009 It's very nice....yum......strawberry! This info. was uploaded by 'teahead' in another thread - one of mine! 'Has Early Years given you Piles' - check it out! Right starting on the 'brim' now!
Possum Posted July 31, 2009 Posted July 31, 2009 (edited) I do the register on the computer in an excel document and simply diagonal border in the boxes to indicate attendance and double diagonal, both ways, to create a X if they are absent. We have a paper register that is on a clipboard that children like to take and that's the one we grab if we have have to leave quickly. Children self-register with their name badge on the magnetic white board when they come in. I have to say that it's a system a friend designed - why reinvent the wheel!?! Edited July 31, 2009 by Possum
Guest Posted July 31, 2009 Posted July 31, 2009 We are planning to scan all the original paperwork into the computer and make CDs of each year as we go along. That way we still use the paper copies of stuff day to day but after the year ends we can reduce the storage requirement and shred those. I say "plan to" because I haven't actually got round to any of it yet. My current treasurer did mention he does the same with his business paperwork so I might delegate the job to him!
Possum Posted July 31, 2009 Posted July 31, 2009 yes, that's what we do - the scanning takes a bit of time, but if you do it as you go along then it's not such a hurdle
sam2368 Posted July 31, 2009 Posted July 31, 2009 I do the register on the computer in an excel document and simply diagonal border in the boxes to indicate attendance and double diagonal, both ways, to create a X if they are absent. We have a paper register that is on a clipboard that children like to take and that's the one we grab if we have have to leave quickly. Children self-register with their name badge on the magnetic white board when they come in. I have to say that it's a system a friend designed - why reinvent the wheel!?! So do you record the exact time on the paper copy? I'm trying to find a system which means we're recording exact times of arrival and departure, although I think the paper copy scanned is looking like the most efficient way of storing past registers long term, and the paper copy is the most practical for grabbing in case of fire/emergency etc
Possum Posted July 31, 2009 Posted July 31, 2009 well our children arrive and leave at the 'same' time. If someone's late or leaves early that's recorded in the daily log
Panders Posted July 31, 2009 Posted July 31, 2009 (edited) Friend had an Ofsed Inspector a couple of months ago who insisted that the exact time of arrival and departure of each child should be recorded, so that's how we do it on a paper copy, 9.15 so and so, 9.17 someone else, etc., we said in the past oh we open the doors at 9.15 and they all come in, actually, the proof is in the reading of the register and this is not exactly so! How this info would really help anyone prove anything is beyond me, but it is simple to do and easy enough to comply with so if it keeps Mrs. O off my back I will do it. If a child leaves during a session for any reason we write the time out and record the reason why, same for members of staff. Edited July 31, 2009 by Panders
Possum Posted July 31, 2009 Posted July 31, 2009 As if we haven't enough to do! That's one inspector's bugbear - another one will be different!
Panders Posted July 31, 2009 Posted July 31, 2009 Exactly Possum - the wide and varied understanding and interpretation these inspectors put on the standards we must keep never ceases to amaze me.
Possum Posted July 31, 2009 Posted July 31, 2009 It says on my Royal and Sun Alliance insurance certificate that I should keep it for 40 years. That seems a little excessive to me!
Panders Posted July 31, 2009 Posted July 31, 2009 yes I think I have said before that I shall make provision in my will and my boys just laughed at me!
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