A staff-file review helps you see whether records tell a coherent story about preparation and support for the role. Set the review scope against the requirements relevant to your service, rather than treating this guide as an exhaustive checklist.
Follow the employment journey
Review the sequence from recruitment through induction and ongoing supervision. Record which documents you expected to see and why. A missing item needs investigation; a complete folder still needs a review of the quality and consistency of its contents.
Check responsibilities and competence
Compare the role description with induction, training and supervision records. Ask how the service checks that learning is reflected in practice. Keep any competence assessment within the remit of an appropriately competent assessor.
Separate the different checks
Recruitment suitability, right-to-work checks and sponsor duties have different purposes. Give each applicable process its own owner and evidence requirements. Use the current official guidance for the relevant check.
Turn gaps into action
Give each issue a proportionate action, deadline and owner. Handle personal information securely and restrict access. Review patterns across the sample to see whether an underlying process needs improvement.
Your takeaway checklist
- The review follows the staff member’s journey.
- Role, training and supervision records connect.
- Different employment checks remain distinct.
- Gaps are tracked and followed up securely.
Official guidance to read alongside this guide
Regulation 17: Good governance Right to work checks: employer’s guideThis is practical preparation guidance. Check the current requirements relevant to your service and obtain advice on your own arrangements where needed.