MY PRIVATE SCHOOL RECORDS — SIMPLE STARTER SETUP

Start with one private folder and these five folders inside it:

00 Timeline and index
   timeline.csv — dated contacts, actions and follow-ups
   evidence-index.csv — a short list of files and what each one is
01 Plans and reports
   Current — the latest EHCP / support plan and reports
   Older versions — keep earlier versions so you can tell what changed
02 School messages
   Sent — the exact email or letter you sent
   Received — the reply and attachments
03 Notes and reviews
   Meeting and phone-call notes, support reviews and relevant incident notes
04 Complaint (only if needed)
   Stage 1, Stage 2 and Stage 3 — keep each stage's letters and evidence together

You can begin with only a timeline and a School messages folder. Add the other folders when they become useful.

FILE-NAMING EXAMPLE
YYYY-MM-DD_school_reply_support-review.pdf
Use the date first so files sort in order. Keep the original filename if it helps identify a formal document. Avoid putting a child's full name or sensitive details in a filename.

WHAT TO PUT IN THE TIMELINE
Date | Contact or event | Who | Brief neutral summary | Action / owner | Due date and source | Status | File reference

WHAT TO PUT IN THE EVIDENCE INDEX
Ref | Date | File name | What it is | Which question it relates to | Where saved

Keep original messages and documents unchanged. Save the exact version you sent and the school's reply. Write notes separately; mark a meeting note as your summary unless the school has confirmed it. Use E01, E02 etc. as references in a letter rather than sending every record.

PRIVACY CHECK
Use a personal device and account you control, a strong unique password and multi-factor authentication if available. Check sharing links before sending. Do not use a school account or a shared work device for your only copy. Keep only relevant information, and avoid unnecessary details about other children. Do not upload case files to this website. Back up the folder somewhere secure that you can still access.

This is an optional organising method, not a required school format or legal evidence standard.