This information tells you:
- How information is kept in the adult social
- Who is allowed to see the records
- How you can see your records
Why are records kept?
The department needs to keep information to
help make decisions about the service for you, and to plan future
Who are records kept on?
Anyone who receives a service from the
department will have some type of record.
Who keeps the record?
Your social worker/care manager, or the
manager of your home or centre keeps the information in a cardboard
file. Some information is also kept on a secure computer
Where is it kept?
The records are kept in secure cabinets in a
secure office when not in use.
What is on my record?
Different information is kept, depending on
the reason for your contact with the department. It will include
basic information like address, next of kin and a note of the
meetings you have with your social worker.
There will also be copies of your assessment
form and care plan. If other people are involved such as home
carers or health professionals, there may be letters and
information from them.
Any decisions made about you will be recorded,
including reasons why the decisions were made.
Can my views be put on the record?
Yes. The department wants you to contribute
your views as often as possible. Your social worker will make sure
anything you want to say is recorded.
Are my records confidential?
All staff are required to keep information about you
confidential. Only authorised staff can see this
Can I see my records?
Yes. You have a statutory right of access to your records in
Can I see everything on my records?
You will be able to see most of the
information held. There are legal restrictions on some documents.
Your social worker will explain further if this applies to
Can I see my child's record?
This will depend on the age and understanding
of your child, and the nature of the records. As a parent you do
not have an automatic right to your child's records.
How can I see my records?
Let your social worker know in writing that
you wish to see your record. If you do not have a social worker, or
are not sure if there is a record for you, please contact the duty
officer at your nearest Social Services office.
Can anyone else see my records?
If you want to nominate someone else to see
your records on your behalf, that can be arranged, or you may bring
a friend or representative. In some circumstances we may need to
share information with other professionals.
How long will it take to see my records?
We will give you access to your records within
40 days of receiving your written application. It may take longer
if we need permission from outside agencies about their
contribution to your record.
What happens if I'm not happy with the content of my record?
If you disagree with any statements, they may
be corrected or amended. If no agreement can be reached with the
manager, your opinion will be recorded on the record.
Can I have copies of my record?
You can have photocopies of any information
you have seen on your records. There may be a small charge if a
large number of pages are required.
What if I'm still unhappy about anything to do with seeing my
If you cannot solve the problem with your
social worker, you can appeal to a committee of Councillors who
will look into the matter on your behalf.
How long are my records kept?
Normally, your records will be kept for two
years after a service ceases to be provided. Then they will be
destroyed. There are some instances where records have to be kept
longer for legal reasons.
Will my records be used in research?
Sometimes researchers are given general
information from records but without giving names or personal
Is there any help in understanding my records?
Your social worker will explain your records to you. If you need
any help with translation or understanding this information, there
is an interpretation service available. If you would like an
advocate to assist you, contact your social worker.