Hi,
I kept a hard copy file for each child using a multi pack plastic wallet file , with all paper copies of records , meetings etc. Starting at back of wallet , so that most recent information is seen first when you open it. Front plastic sleeve had an overview of child needs. Kept in locked filing cabinet in my SENCO room. There is a specific time period that the school will have about how long to keep any child records. I also used SIMS to scan in all information so that it was there if there were any blips. I did have the luxury of being full time SENCo so could organise this and set it up. Worked for me and the school , and began as soon as child identified as cause for concern.