"To best implement the duty at a local level, organisations and practitioners need to agree how it will work in practical terms to ensure information is able to flow between the relevant parts of the system at the right time, in a proportionate way to avoid overwhelming organisations and practitioners or creating unnecessary burdens."
Setting the scene
Information sharing is only effective if there are clear arrangements in place to support it.
Practitioners are more likely to share information confidently when there are clear local procedures, agreed information-sharing arrangements and a shared understanding across organisations about roles, responsibilities and expectations.
While some information sharing happens in response to a specific concern, other information sharing takes place as part of agreed multi-agency arrangements designed to support safeguarding and promote children's welfare.
What is its relevance to me?
As a practitioner, you are most likely to think about information sharing when responding to an individual child or family. However, Chapter 4 reminds us that effective safeguarding depends not only on individual decisions but also on the systems and arrangements that support those decisions.
The guidance encourages practitioners to understand:
- their organisation's information-sharing arrangements
- local safeguarding procedures and protocols
- who information should be shared with
- how information should be shared securely
- what systems are available to support information sharing
Knowing how your local arrangements work can help you act more quickly and confidently when information needs to be shared.
Information sharing is a collective responsibility. Good safeguarding relies on agencies having consistent approaches, agreed processes and a shared commitment to working together in the best interests of children.
Understand local information-sharing arrangements
The guidance encourages organisations to have clear, documented arrangements that support information sharing between agencies. These arrangements should make it easy for practitioners to understand:
- who information can be shared with
- the purpose of sharing
- how information should be transferred securely
- where advice can be obtained if there is uncertainty
Practice Tip
Take time to familiarise yourself with your organisation's information-sharing policies and any local multi-agency agreements. Knowing the process before a safeguarding concern arises can help prevent delays when action is needed.
Use agreed processes whenever possible
Local protocols and data-sharing agreements provide a framework for organisations to work together consistently and lawfully when sharing information.
Practice tip
When sharing information:
- Use agreed pathways and procedures
- Follow local safeguarding arrangements
- Use approved systems and communication methods
- Record your actions in line with organisational requirements
Support effective information flows
Children and families often receive support from multiple organisations therefore it is important to ensure information flows effectively between services so that practitioners are working from the best available information.
Poor information flow can result in:
- duplication of work
- delayed support
- incomplete assessments
- missed opportunities to identify risk or need
Practice tip
Ask yourself:
- Who else may be supporting this child or family?
- Do they have the information they need?
- Is there information they hold that would help me better understand the situation?
Recognise the importance of routine information sharing
Not all safeguarding information is shared in response to a crisis. The guidance recognises that some information-sharing arrangements are planned, routine and strategic, supporting agencies to identify patterns, understand need and improve services.
For example, organisations may have agreed arrangements to share information:
- to support early help services
- to identify children who may need additional support
- to coordinate safeguarding responses
- to improve planning between agencies
Practice tip
Think of information sharing as an ongoing safeguarding activity, not something that only happens when a serious concern arises. Early and effective sharing can help prevent problems from escalating.
Work together across organisational boundaries
Children and families do not experience services as separate organisations. The guidance encourages agencies to work collaboratively and share relevant information to support joined-up decision-making and intervention.
Practice tip
When working alongside other professionals:
- Be clear about your role and responsibilities
- Share information that may support assessment, decision-making or intervention
- Respond promptly to requests for information where appropriate
- Recognise that information held by your service may form part of a wider safeguarding picture
Key message
Good information sharing does not happen by chance, it depends on strong partnerships, clear processes and effective communication between organisations. By understanding and using local information-sharing arrangements, practitioners can share information more confidently, support better decision-making and help ensure children and young people receive the right help at the right time.
What more can I learn, and how will that help me to share information safely?
30 Minute learning activity
Have a discussion in your team about any information sharing agreements in place within your organisation which affect your work. If you do have such an agreement, seek it out and discuss it in a team meeting. If you don’t, check that out with your manager and, if an agreement of this kind would help you to make safer decisions, encourage them to provide you with one!