Dear Ibrahim

My colleague suggested I contact you as I am currently in the throes of writing a procedure for Warnings for when members of staff visit families in the community.

I have set up a simple form in case a member of staff feels that a "Warning" is feasible with "Child on CPR", "No Photographs to be Taken", "See Notes Before Any Contact" and "Speak with Senior Staff Before Visit", with an additional "Notes" section, to provide further detail if necessary.

Also incorporated within the form is a table stating "Review Date", whereby a member of management who originally authorised that the "Warning" is placed on file/database reviews the information, via a set timeframe (probably based on risk level of warning).

If the decision is to REMOVE the "Warning" the Fifth Data Protection principle states "that personal information should not be kept longer than necessary.  You must make sure violent warning markers are removed when there is no longer a threat……"

Does this mean that the information is to be removed from the database aswell as paper file and then shredded, or is it to be retained elsewhere, if so would this be deemed fair and reasonable?  If the information is to be destroyed, would there be any repercussions for the organisation/staff, if there was a recurrence, from the same individual/s (particularly if it was of a violent nature with potentially severe consequences).

I would very much appreciate your help/advice to ensure I set up the correct procedure.

Sincere regards

Debra