Why should schools avoid ordinary shared drives for safeguarding evidence?
Shared drives can make sensitive evidence harder to control because files may be copied, moved, renamed, deleted, or viewed outside the case workflow.
The problem with ordinary shared folders
Shared drives are useful for general documents, but safeguarding evidence can include sensitive child-related files that require tighter handling.
Common risks
Evidence may be stored in the wrong folder, separated from the original concern report, shared too widely, or become difficult to audit later.
What better handling looks like
Evidence should remain attached to a specific safeguarding case, with access controlled by role and activity available for review.
What to look for
- Keep files attached to the correct case
- Reduce broad folder access
- Support review and follow-up
- Avoid scattered evidence locations
- Improve accountability
Question-first answers for search
Safeguarding case management software is used when a school needs one controlled place to record concerns, link evidence, manage actions, and preserve a reliable case history.
It is different from generic storage because the record is built around safeguarding context: who reported, what was observed, what actions were taken, who had access, and what evidence supports the timeline.
- Useful for case management, evidence preservation, and role-based access.
Next step
Use this guide to review whether your current safeguarding process keeps reports, evidence, permissions, and accountability connected in one place.