Guest Posted April 28, 2013 Share Posted April 28, 2013 Hi, can anyone confirm as to whether staff files are allowed to be taken out of the setting? I was always under the impression that this is not permitted but wondered if anyone could clarify for me??? Thank you!! Quote Link to comment Share on other sites More sharing options...
Guest Posted April 28, 2013 Share Posted April 28, 2013 Some years ago we had an issue with a staff member possibly accessing other staff files, so committee took decision to house them off site. We had to inform Ofsted and write risk assessment to cover their storage and transport. I know it's not the same thing exactly but the reasons we were given were that Oftsed inspect without notice and we had to have access to them at all times to be able to show them. We also had to write in how we would get access to them if Ofsted did call. Quote Link to comment Share on other sites More sharing options...
thumperrabbit Posted April 28, 2013 Share Posted April 28, 2013 (edited) have to confess mine arent on site either, due to very limited space at the setting either, they arer in a locked filing box at home. not ideal and id prefer them not to be cluttering my house but needs must. Edited April 28, 2013 by thumperrabbit Quote Link to comment Share on other sites More sharing options...
Thumper Posted April 28, 2013 Share Posted April 28, 2013 We had OFSTED in last year. They asked to see all staff files - previous manager didn't keep any! (But that's a different story) We were informed they must stay on site in a locked cabinet. Quote Link to comment Share on other sites More sharing options...
thumperrabbit Posted April 29, 2013 Share Posted April 29, 2013 Mmmmm another clear out to try and make some space; what toys can be thrown away to make way for yet more paperwork?! 1 Quote Link to comment Share on other sites More sharing options...
Inge Posted April 29, 2013 Share Posted April 29, 2013 I do think they need to be kept onsite, or at least on site every time you are open if not any suitable secure storage.. a locked on site cabinet with restricted access would solve other staff possibly looking at them. ... These days more and more is put on the setting to ensure the staff are suitable and have the correct checks etc in place... and Ofsted will wasn't to check you are doing this correctly... had several inspections where they checked the files and asked questions about how we ensure staff are suitable... and one where the staff files were not on site as the chairperson insisted she wanted them at home... this was commented on in the report and that was a time when Ofsted did all the checks for all staff. 2 Quote Link to comment Share on other sites More sharing options...
flowlow Posted April 29, 2013 Share Posted April 29, 2013 (edited) This is an interesting one as we have limited space too and to my knowledge staff files were always kept of site and have been for the whole time we have been open (30 years+) they are in a locked cabinet in the chair persons home but should Ofsted request them and she was at work (Monday, Tuesday) we would not be able to access them Edited April 29, 2013 by Johanna1 Quote Link to comment Share on other sites More sharing options...
sunnyday Posted April 29, 2013 Share Posted April 29, 2013 Our La have (very helpfully) put together a list of comments from Ofsted - these taken from 79 published reports.......under 'Business management': 'Keep all records relating to information about staff identity checks and vetting processes that have been completed - (including the criminal records disclosure, reference number, the date a disclosure was obtained and details of who obtained it) - accessible and available on the premises'. HTH :1b Quote Link to comment Share on other sites More sharing options...
Guest Posted April 30, 2013 Share Posted April 30, 2013 Hi Thank you everyone!! This was my first time using the forum and I wished I had done it a long time ago!! Our staff files are secure on site and only the manager and deputy can access them so after researching a little further and asking for advice I have been told that they should remain on the premises as there is a possibility of confidentiality issues if removed. Thanks!! Quote Link to comment Share on other sites More sharing options...
Guest Posted May 29, 2013 Share Posted May 29, 2013 (edited) Our La have (very helpfully) put together a list of comments from Ofsted - these taken from 79 published reports.......under 'Business management': 'Keep all records relating to information about staff identity checks and vetting processes that have been completed - (including the criminal records disclosure, reference number, the date a disclosure was obtained and details of who obtained it) - accessible and available on the premises'. HTH :1b What a helpful LA you have Sunnyday - is it possible to share the rest of the document or pm it?? This is on my list of things to do but as usual it keeps getting shunted further and further down the list!! :1b (forgive my brazenness in asking - I swear there's only 22 hours in my days!) Edited May 29, 2013 by gingerbreadman Quote Link to comment Share on other sites More sharing options...
sunnyday Posted May 30, 2013 Share Posted May 30, 2013 What a helpful LA you have Sunnyday - is it possible to share the rest of the document or pm it?? This is on my list of things to do but as usual it keeps getting shunted further and further down the list!! :1b (forgive my brazenness in asking - I swear there's only 22 hours in my days!) Hi gingerbreadman - I would if I could find it not sure what I saved as or if I saved at all :blink: it wasn't as great as it sounds it was just a list of comments from Ofsted inspections.........I will have another look for it later :1b Quote Link to comment Share on other sites More sharing options...
Thumper Posted May 30, 2013 Share Posted May 30, 2013 Hi we had OFSTED check our personnel files last year, they have us the details of what was needed. Made a form for filling for each staff member to ensure nothing gets missed. Things like evidence seen for DBS (CRB). You then need to keep the number on CRB, date and sign to say you've seen the original (dont need to keep the original though) Can up load form if you like 3 Quote Link to comment Share on other sites More sharing options...
Possum Posted May 30, 2013 Share Posted May 30, 2013 Yes, that would be helpful. Thank you Quote Link to comment Share on other sites More sharing options...
Recommended Posts
Join the conversation
You can post now and register later. If you have an account, sign in now to post with your account.
Note: Your post will require moderator approval before it will be visible.