NI Adult Safeguarding

SECTION I: Record Keeping


Some information should only be shared on a need-to-know basis. It is important to have a clear written statement on confidentiality, when information must be passed on, why and to whom.

A confidentiality policy should be written and include reference to:

  • What information is needed from participants
  • Storage of information
  • Access to information
  • Length of time information is kept
  • Procedure/guidelines for appropriate sharing of information

Record Keeping

The following categories of records should be kept with Data Protection guidelines:

Staff or Volunteers

  • All details provided at the time of recruitment
  • Any record of complaints or incidents involving staff or volunteers
  • A record that all vetting has been carried out and all relevant checks have been completed

Adults at Risk

  • Membership registration form including medical details and any special needs
  • Emergency contact numbers or numbers of nearest relative or person


  • Attendance register, including staff and volunteers’ attendances
  • Accident book
  • Incident book

It is important that all staff and volunteers are aware of and follow a written procedure for record keeping. There should also be an agreed procedure for lodging records for permanent filing in a secured filing cabinet.
Adults must be able to access information held about them at any time and they must be aware of this.
Records must be kept in accordance with the Church of Ireland GDPR Policy.