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“Maybe stories are just data with a soul.”

Brené Brown

RecordKeeping

Record Keeping

 

Adult Guidance Records

Adult Guidance Records

Adult Guidance Services maintain a wide range of records, both paper and electronically based.  Some elements of a record are confidential between the guidance practitioner and the client (there may be legal limits to client confidentiality).  Other records, such as statistical information, may be shared with appropriate stakeholders, such as NCGE, SOLAS and DES.  The Adult Guidance Management System (AGMS) is an example of a record keeping system.  It records the following types of information:-

  

  • Quantitative Data;
  • Client personal information;
  • One to one guidance information;
  • Group guidance information;
  • General public queries;
  • Other related activities such as meetings, travel, training activities;
  • Local analysis tools;
  • Qualitative Data;
  • Client Interaction;
  • Bi Annual Qualitative Returns;
  • Local analyses tools.

Practical use of AGMS
The AGMS has a number of practical applications for the user:

It helps us to look at how we manage our time by analysing, for example, the amount of time we spend on group or individual sessions, travel and information gathering.  It improves communication between team members on client meetings and follow-up.  The System can be used to contact clients by SMS.

The AGMS can easily generate annual reports and analyse trends and statistics to assist with operational and strategic planning.  Essential information on client progression and outcomes can also be readily produced.

 

Good Practice Tip

Download blank client forms from AGMS and use to record guidance sessions with the client or record electronically (with client’s knowledge and agreement).  Provide client with copies of notes taken and/or agreed actions where appropriate. Such transparency and sharing with the client may foster trust and a collaborative approach.