Why Record Keeping is Essential for YOUR Childcare Business

Record Keeping

Forget the “chore” mentality! Logging information is an investment in children’s well-being. It empowers you to communicate effectively, make informed decisions, and build a childcare service parents can trust.

As a dedicated childcare provider, your top priority is the safety and well-being of the children entrusted to your care. Effective record-keeping is crucial to achieving this, and choosing solutions that fit your workflow are essential during busy days.

While logging information may be required by law in certain situations, it also offers a multitude of benefits. These include providing a clear picture of daily activities, ensuring consistent communication with parents, and most importantly, protecting you, your staff, and the children in your care.

Here’s a breakdown of key areas where logging information is essential:


Daily logs of arrivals and departures helps you keep track of attendance and identify any potential attendance issues.

⚠️Accidents and Incidents

Documenting any accidents or incidents, however minor, is crucial. Include details like date, time, cause, any injuries sustained, and the actions taken. This record serves as evidence and protects you in case of liability concerns.

🔴Safeguarding Concerns

If you have any concerns regarding a child’s safety or well-being, it’s imperative to log them immediately. Include details of the incident, any observations made, and actions taken, such as informing relevant authorities.

✋🏽Physical Intervention

Any instance where physical intervention is necessary to ensure a child’s safety must be documented. Note the date, time, reason for intervention, the nature of the intervention (e.g., restraining a child from harm), and any witnesses present.


Logging instances of a child’s illness, including symptoms, actions taken (e.g., isolating the child), and communication with parents, is crucial for preventing the spread of illnesses and ensuring proper care.

💊Medication Administered

A detailed log of any medication administered to a child, including dosage, time, and any allergies, is essential. You must obtain written consent from parents / carers before administering any type of medication. 

🔥Fire Drills and Safety Checks

Maintaining a log of fire drills conducted, including the date, time, and participation, demonstrates a commitment to fire safety. You must have an emergency evacuation procedure in place which explains how you plan to evacuate everyone safely in an emergency. Logging routine safety checks also ensures a documented record of a proactive approach.


A visitor log recording the name, purpose of visit, and duration of stay provides an added layer of security and can be helpful in the event of any unforeseen situations.


Record any complaints received, including the nature of the complaint, the steps taken to address it, and the outcome. This demonstrates transparency and professionalism in handling concerns.

💞Compliments & Feedback

Positive feedback from parents regarding your service is valuable evidence of the high quality care service you provide. Documenting compliments and suggestions also demonstrates your commitment to continuous improvement.

Your Record Keeping System

How you choose to log information must be efficient and user-friendly for you and any staff you employ.

Consider both paper-based and digital methods plus the time and space required to maintain and store records. For child protection purposes, it is recommended that registers and safeguarding records are retained until the child’s 25th birthday. That’s potentially a LOT of paper!

You must also ensure that your storage system is secure. Don’t forget either that as a data controller, you must be registered with the Information Commissioners Office (ICO) and handle all data in accordance with all applicable data protection laws in force including the General Data Protection Regulation (GDPR).

🌟Our Solutions

Logbooks & Forms Pack

Our Logbooks & Forms Pack has everything you need to record all the essentials! Complete attendance registers, logbooks and forms by hand OR complete and save digital copies securely on your computer or device.

For daily record keeping the Minding Kids APP is our most popular choice. Record attendance, daily routines, log events (Accidents/Incidents/Medication/Visitors) and share learning progress with parents straight from your computer, tablet or smart phone.

With UNLIMITED ACCESS to both our downloadable resource packs AND our easy to use APP, our platinum membership package allows you to combine detailed record keeping requirements alongside efficient daily management of tasks.

👉🏽Find full details and sign up for Minding Kids Membership HERE!

👉Visit our Setting Management section for more resources to help you to manage and organise your professional childcare service.

or…become a MindingKids member for UNLIMITED ACCESS to ALL our OUTSTANDING Resources!

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