The Adult Placement Agencies Regulations (Northern Ireland) 2007

Records

21.—(1) The registered person shall—

(a) maintain in respect of each service user a record which includes the information, documents and other records specified in Schedule 4 relating to the service user;

(b) ensure that the record referred to in sub-paragraph (a) is kept securely in the principal office of the agency.

(2) The registered person shall maintain in the principal office of the agency the records specified in Schedule 3.

(3) The registered person shall ensure that the records referred to in paragraphs (1) and (2)—

(a) are kept up to date;

(b) are available at all times for inspection in the principal office of the agency by any person authorised by the Regulation and Improvement Authority to enter and inspect the premises; and

(c) ensure that service users are aware of arrangements to access their personal files.

(4) The records referred to in paragraphs (1) and (2) shall be retained for a period of not less than 8 years from the date of the last entry.

(5) The registered person shall ensure that information relating to a service user’s care or welfare is treated confidentially and is only disclosed to those persons who need to be aware of that information in order to treat the service user effectively or minimise any risk of the service user harming himself or another person, or for the purpose of the proper administration of the agency.