Administration
The
guardian should keep individual case files on every child under their care. A
case file should include relevant data and information about the child, in
accordance with the administrative rules of the guardianship authority. The
guardian has to inform the child about the data and information that is
included in the file and how these data will be stored, processed and shared. The
guardianship authority or other competent authority to whom the guardian
reports should ensure the confidentiality of these records, based on applicable
EU and national privacy and data protection law. Where the guardian is in
charge of managing the child’s property and finances, the relevant data may
need to be recorded and reported in a separate financial file.
If
a child goes missing, the file should include information on the known
circumstances, actions taken by the guardian and the guardianship authority to
find the child, including reporting to police authorities.
The
case file should be complete and up to date and should follow the child
throughout the guardianship period. Where a child is transferred to another
place or country or guardianship arrangements change, the guardian should
ascertain that the child’s case file is transferred in an appropriate manner.
See
also:
Level 5: Mandate and tasks of the guardian
Reference:
EU training and learning platform for guardians of
unaccompanied children
Chapter 4: Quality standards and accountability of guardianship services
FRA Handout 26: Case file administration
Literature:
FRA (European Agency for Fundamental
Rights) (2014), Guardianship for children deprived of parental care, A handbook to reinforce guardianship systems to
cater for the specific needs of child victims of trafficking, Luxembourg, Publications
Office of the European Union (Publications Office), pp. 44-46.