It is important to document the information that you are providing in the reporting process. This can include a disclosure from a child/adult about the abuse and/or indicators of suspected abuse you have observed. Please use the guidelines provided below as general recommendations for how to complete documentation.

• Hand write your own documentation using pen
• Cross out and initial any mistakes – do not use white-out
• Record the information as soon as possible, including dates and times
• Document facts without personal judgments, opinions, conclusions, or a medical/psychological diagnosis
• Give a clear description of the situation, what was actually seen or heard, and not what you think might be happening
• In the event of a disclosure, record down the exact words used by a child/caregiver, even if slang words are used (especially terms for body parts or sexual behaviour). Describe any gestures made by a child (e.g., hitting motions, sound effects, etc.)
• In the event of a disclosure, record down what you did or said and the entire interaction between you and the individual who disclosed
• Include anything that someone else has said that might be important
• Describe the size, colour, and shape of any injury (e.g., bruises, marks, burns, etc.) you observed
• Include the name and contact information of the individual you spoke with at a child protection agency and/or police service. Record down any advice/direction given
• Make sure the entry is complete, then sign and date it; store as per your agency’s policies
• Start a new documentation if, at a later date, there is new information or further suspicions of abuse

Do Not

• Do not make a rough copy and then write it over in good
• Do not go back and change any of your original notes
• Do not shred documentation

Best Practices for Storing Documentation

• Place documentation in a sealed envelope; on the back, sign your name, print the date and the child’s name, and mark it as ‘Confidential’
• Documentation should be kept in a secure and fireproof cabinet and this should be separate from the child’s general file
• Documentation with regards to suspicions of abuse is not to be released to anyone unless there is a warrant or subpoena to submit records

Adapted from: Module 9 of ‘Making a Difference: The Community Responds to Child Abuse’ Resource Manual by Pearl Rimer (2012).