- Attendance registers
- Record daily attendance including arrival and departure times for each child. Must also record names of children's key person and who collected the child
- Accident and incident records
- Record all accidents, injuries, and incidents including date, time, description, treatment given, witnesses, and notification to parents. Retain for 21 years and 3 months (until child turns 24)
- Medication records
- Written parental consent before administering any medication. Record medication name, dose, time, who administered, and any reactions. Prescription medication only (no non-prescription unless specific written consent)
- Safeguarding records
- Chronological concern records with dates, observations, actions taken, and referral outcomes. Store securely and separately from children's learning records. Retain for 25 years or until child reaches age 25
- Staff records
- DBS certificate details (not copies), qualifications, training log, references, employment history, right to work evidence, disqualification declaration, supervision and appraisal records
- Risk assessments
- Written risk assessments for premises, activities, and outings. Daily premises check records. Review and update at least annually
- Complaints log
- Written record of all complaints received, investigation actions, outcomes, and timescales. Retain for 3 years from date of complaint
- Fire drill log
- Record all fire drills including date, time, number of children, evacuation time, and any issues identified
- Food safety records
- HACCP records, daily temperature checks for fridges/freezers, allergen information for each child, food hygiene certificates
- Retention summary
- Accident records — 21 years 3 months. Safeguarding — 25 years. Staff records — 6 years after leaving. Complaints — 3 years. Financial — 6 years. Attendance registers — 3 years