n Scotland, safeguarding procedures require thorough, fact-based reporting. Document all incidents immediately or within 24 hours. Record who was involved, dates, locations, and verbatim statements. Clearly separate objective facts from personal interpretation. If injuries are observed, use a body map.
Best Practices for Safeguarding Records
Properly managing sensitive disclosures is critical to child and adult protection. When recording, follow these steps to ensure the information remains legally sound and actionable:
- Use Verbatim Language: Write down exactly what was said in the person’s own words. Do not paraphrase or interpret their statements within the primary account.
- Document Context: Include the date, time, physical location, and who else was present. Note non-verbal cues and the individual’s emotional state. [1, 2]
- Separate Fact from Opinion: Write the reporting facts first. Any personal interpretations, assessments, or staff comments must be recorded in a clearly marked, separate section.
- Do Not Investigate: If an individual discloses abuse, do not attempt to investigate yourself, probe for details, or promise them confidentiality.
- If there are very obvious injuries, then these can be recorded on a body map. This can be found here:
- Report Immediately: Forward your written record without delay to your Designated Safeguarding Lead, line manager, or your local council’s Social Work department.
Official Guidance and Resources
For specific legislative requirements and detailed procedures, FREEFRAME will refer to the following official resources:
- Adults: Read the Adult Support and Protection (Scotland) Act 2007: Code of Practice for statutory standards on chronologies and case recording.
- Charities & Voluntary Orgs: Review the SCVO Safeguarding Policies and Procedures guide for setup and management advice.
- Children: Consult the NSPCC Writing Safeguarding Policies and Procedures framework for detailed child protection standards.
Freeframe Governance 