Children’s social care: inspectors’ review of records held on electronic systems
Published 16 February 2021
Applies to England
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Many social care providers use electronic recording systems. During inspections, they may provide secure log-in details so that inspectors can access records held on these systems, either on site or remotely.
Making arrangements for inspectors to access your electronic systems
If you are giving inspectors access to your electronic systems, you should discuss the arrangements with your inspector, including:
- whether the records can only be accessed during office hours and whether IT support may be available
- whether you would prefer inspectors to access the records on site, and therefore if the visit is done remotely (due to the current restrictions) what alternative arrangements can be made so that the inspector can review records
- whether you would prefer inspectors to access the records in the company of a manager or staff member during the inspection or visit
As social care providers use a variety of systems, inspectors may need some assistance to become familiar with your system.
The inspector will not request that you routinely print documents for them if you are providing access to your system. However, they may request a printed copy of a particular document if it easier to read a paper version.
Making alternative arrangements for inspectors to review records
We expect providers to grant inspectors access to electronic records. However, if you are unable to provide inspectors with access to your electronic systems in order to review your records, you should instead print off copies of the records the inspector wishes to review. If the visit is being carried out completely off site, you will need to send these records electronically to the inspector by secure means.