Children’s Home record keeping is governed by several connected requirements in The Children’s Homes (England) Regulations 2015. Regulations 36, 37 and 38 cover children’s case records, other records about the home, and how key records and policies must be stored and made accessible.
These requirements matter because good records are more than evidence that paperwork exists. They contribute to a child’s life history, support continuity of care, help managers understand what is happening in the home and allow relevant information to be retrieved when it is needed.
This guide explains the three regulations in practical terms and highlights the record sets that Residential Children’s Homes should routinely audit.
What records must a Children’s Home keep?
Short answer: Children’s Homes must keep a case record for each child under Regulation 36, maintain the wider operational records listed in Schedule 4 under Regulation 37, and keep the policies and records listed in Regulation 38 in an accessible manner. Some records may be kept electronically.
The most important management point is that case records and operational records are separate duties. A home can have detailed daily records for each child while still having gaps in staff rosters, visitor records, fire drill records or other Schedule 4 information.
Regulation 36: children’s case records
Regulation 36 requires the registered person to maintain a case record for each child. The record must:
- include the information and documents listed in Schedule 3;
- be kept up to date;
- be signed and dated by the author of each entry.
In operational terms, the record should make it possible to understand the child’s placement, needs, plans, significant events, health and education information, and the work being carried out with them.
What does Schedule 3 cover?
Schedule 3 contains the information and documents required within a child’s case record. The detailed list should always be checked against the current legislation, but it includes areas such as:
- personal details and identifying information;
- placement and legal information;
- details of parents and significant people;
- placing authority information;
- education information;
- health information;
- medication details;
- special dietary and health needs.
The key is not simply to create these fields once. Regulation 36 requires the case record to be kept up to date.
Why authorship and dates matter
A signed and dated entry creates accountability and chronology. In a digital system, providers should ensure that the record clearly identifies who created the entry and when, and that later amendments do not obscure the original chronology.
Regulation 37: other records about the home
Regulation 37 deals with the other information that must be maintained in relation to the Children’s Home. These records are set out in Schedule 4.
The registered person must maintain the records in the home, keep them up to date and retain them for at least 15 years from the date of the last entry.
What records are included in Schedule 4?
Schedule 4 includes several operational record sets that can be overlooked because they do not all sit inside the child’s day-to-day case notes.
Register of children
The home must maintain a register showing specified information about each child, including admission and leaving dates, previous and leaving addresses, placing authority and the statutory provision under which the child is accommodated.
Staff information
Records are required for people working at the home, including specified information about their identity, qualifications, experience and working arrangements.
Staff rosters
The home must keep a copy of the staff duty roster and a record of the actual rosters worked. This distinction matters because planned staffing and actual staffing can differ due to sickness, agency cover, shift swaps and other changes.
Other people residing or working in the home
Schedule 4 also requires records for other people who reside or work at the home where they are not already captured by the preceding categories.
Visitor records
The home must keep a record of visitors to the home and to children, including the visitor’s name and the reason for the visit.
Fire drills and fire alarm tests
Records must show each fire drill or fire alarm test. If a deficiency is identified in procedure or equipment, the record must also include the steps taken to remedy it.
This is a good example of why records should show more than the original event. “Fire drill completed” is not enough if the drill identified a problem that required action.
Accounts
Schedule 4 also includes specified financial records. Managers should review the full legal schedule when creating an internal compliance checklist rather than relying on a simplified summary.
Regulation 38: storage of records
Regulation 38 requires key records and documents to be kept in an accessible manner. The regulation expressly allows the listed items to be kept electronically.
The listed material includes important policies and records such as:
- the statement of purpose;
- the children’s guide;
- relevant placement plans;
- safeguarding, bullying and missing-child policies;
- behaviour management records;
- children’s case records;
- Schedule 4 records;
- complaints procedures and complaint records;
- location review material;
- independent visitor reports;
- quality of care review reports.
Accessible does not mean available to everybody. A good digital approach combines easy retrieval for authorised staff with appropriate security and permissions.
How long must Children’s Home records be kept?
Retention periods differ by record type.
Children’s case records
Under Regulation 36, case records must generally be kept for 75 years from the child’s date of birth. If the child dies before age 18, the record must be kept for 15 years from the date of death.
Schedule 4 records
Under Regulation 37, the other records listed in Schedule 4 must be retained for at least 15 years from the date of the last entry.
Providers also need suitable arrangements for the transfer or preservation of records when a home closes or ceases operating. Ofsted’s provider and manager responsibilities guidance explains the closure-related responsibilities.
Can Children’s Home records be kept digitally?
Yes. Regulation 38 permits the listed records and documents to be kept in electronic form. Digital storage can make compliance easier, but only if the underlying system supports good record keeping.
A useful digital record system should support:
- clear authorship — who made the entry;
- timestamps — when the entry and review happened;
- structured forms — so important information is less likely to be missed;
- role-based access — so authorised users see what they need;
- search and retrieval — so historic records can be found quickly;
- follow-up actions — so incidents and identified issues do not disappear after the first entry;
- management oversight — so managers can identify gaps and recurring patterns;
- long-term retention planning — especially for 75-year case-record requirements.
CareSync is designed for Residential Children’s Homes and Supported Accommodation, helping teams organise daily records, safeguarding information, incidents, forms and management information in one connected environment.
What makes a good Children’s Home record?
Good record keeping is not only about completeness. The Guide to the Children’s Homes Regulations including the Quality Standards emphasises clear, objective recording that distinguishes fact, opinion and third-party information.
A useful quality test is whether a future reader can answer:
- What happened?
- What did staff observe?
- What action was taken?
- What did the child say or experience?
- What decision was made and why?
- What changed afterwards?
- What still needs to happen?
That makes the record more useful to the child, staff, managers and professionals who may need to understand events later.
Children’s Home record-keeping audit checklist
- Sample a child’s case record against the current Schedule 3.
- Confirm recent entries show authorship and dates.
- Review the Schedule 4 register separately from case files.
- Compare planned staff rosters with actual rosters worked.
- Check that visitor records include the reason for visits.
- Sample fire drill records and confirm deficiencies have documented remedial action.
- Test whether managers can retrieve an older record quickly.
- Review user access and remove permissions that are no longer required.
- Check the retention process for both 75-year case records and 15-year Schedule 4 records.
- Review whether incidents show follow-up and learning, not just the original event.
For incident-specific requirements, see our Ofsted Serious Incident Notifications 2026 guide. For the broader technology picture, read Digital Maturity in Children’s Social Care.
Related CareSync guides
- Ofsted Serious Incident Notifications: 2026 Guide
- Information Sharing Duty 2026: Safeguarding Guide
- Digital Maturity in Children’s Social Care: 2026 Guide
- Supported Accommodation Record Keeping: 2026 Essential Guide
Frequently asked questions
What is Regulation 36 in a Children’s Home?
Regulation 36 requires a case record for each child containing the information and documents in Schedule 3. The record must be kept up to date and each entry must be signed and dated by its author.
What is Regulation 37 in a Children’s Home?
Regulation 37 requires the registered person to maintain the other records listed in Schedule 4, keep them up to date and retain them for at least 15 years from the last entry.
What is Regulation 38?
Regulation 38 requires specified policies and records to be kept in an accessible manner and allows the listed items to be stored electronically.
How long must Children’s Home case records be retained?
Generally, 75 years from the child’s date of birth. If a child dies before age 18, Regulation 36 requires the record to be kept for 15 years from the date of death.
Do Children’s Homes need to keep both planned and actual staff rosters?
Yes. Schedule 4 requires a copy of the staff duty roster and a record of the actual rosters worked.
Can Children’s Home records be electronic?
Yes. Regulation 38 expressly allows the listed documents and records to be kept in electronic form, subject to the wider requirements for accessibility, security and good record management.
This article is general operational information, not legal advice. Providers should check the current legislation, Ofsted guidance and their own policies.