The Data Protection Acts 1988 and 2003 were designed to protect the privacy rights of individuals in relation to personal data held in relation to them. It is important therefore that clear, accurate records are kept on the outcome of any discussions or decision making.
Record Keeping Guidelines
When taking notes or compiling records, it is important that they are:-
- Clearly written: Ensure that all manual notes are clearly written and dated;
- Accurate: Notes and records should be an accurate representation of what took place ;
- Factual: Avoid unsubstantiated opinions and keep to the facts;
- Relevant: Record only what is relevant to guidance or information;
- Objective: Rely on an evidence based approach;
- Critical incidents: Specific concerns in relation to clients should be noted and any actions taken need to be recorded;
- In an appropriate medium: the method of recording should be appropriate.
- Example, it is not appropriate to use post its or e-mails if the subject matter is important or sensitive.