Mosaic is the Integrated Case Recording system for Social Care and Early Help in Doncaster. For external practitioners to gain access to Mosaic they need to undertake Early Help training, they will be offered access to Mosaic online training; on completion of training and Mosaic access form log in details will be provided.  Doncaster Council practitioners should contact their manager about Mosaic access.
Mosaic system guides are available within the ‘help’ and then ‘knowledge centre’ section of the Mosaic, guidance is also available in the resources section of this page.
A strength about Mosaic is that it is integrated, pulling information from Early Help plus Adult and Childrens Social Care. An integrated system makes sure there is one point of information about a child or family and prevents duplication and when used well can aid appropriate information sharing with partners.
Almost all families will have consented for their information to be recorded within Mosaic and how this information will be used. Where families have not consented to these records being kept it is because the level of safeguarding need overrides consent. 
Mosaic contains sensitive personal data, everyone responsible for using personal data has to follow strict rules called ‘data protection principles’. They must make sure the information is:

  • used fairly, lawfully and transparently
  • used for specified, explicit purposes
  • used in a way that is adequate, relevant and limited to only what is necessary
  • accurate and, where necessary, kept up to date
  • kept for no longer than is necessary
  • handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction or damage

The Data Protection Act, 2018, makes clear the use of data must be necessary, proportionate and relevant. This means everyone with access to Mosaic must ensure they fully apply these principles every time they use Mosaic.
Mosaic has permission levels of access to protect practitioners from accessing restricted sensitive personal information. Although Early Help practitioners can only see Early Help information it is still important they apply the Data Protection Act, 2018, principles to this. If you are worried about a child it is important to talk to their family about this and offer help. It is appropriate to access the child’s basic summary page within Mosaic to check if the family are already receiving help; this should only be done after speaking with the family and trying to gain this information from them. From the summary page the name of the Lead Practitioner or Social Worker and form being completed is clearly visible. If you need this workers contact details make contact with Early Help Coordinator team or Social Worker Duty worker. It is important that you do not access any further into the case file as you do not have permission to do so. See Mosaic access guidance in the resources tab on this page.