Why forms are vital in record keeping

The main protection method for Vital Records is through Duplication and Dispersal. Because paper copies are both fragile and easily misplaced, it is best for Vital Records to be duplicated digitally. A simple solution is to scan them onto a network drive or cloud storage. Although scanning many documents can be time consuming initially, once a scanning process is implemented, scanning will only need to be done as new paper documents are received.

Before beginning the scanning process, it is important to refer to the UW Scanning Requirements. Click here to get started on a Records Management-approved scanning policy for your office. If your Vital Records already exist electronically, Duplication and Dispersal mean that the electronic records are regularly backed up to an off-site location.

For disaster recovery purposes, it is best practice that the backups be located a minimum of 15 miles from wherever the primary copy is stored. Both of these options allow existing documents to be uploaded and new files to be saved to the cloud as they are created. To learn more about ensuring access to records stored in the cloud, refer to the Records Management page on best practices for utilizing cloud-based applications.

If a Vital Record must be stored solely on-site, the following concerns should be addressed:. The use of specialized equipment, such as fire-resistant vaults, cabinets, or safes is often used as a last resort when records must remain in physical form and located on-site. Sign Up. Online CPD Articles. Record Keeping and Documentation. Document 7m of CPD. Types of Record-Keeping Used in Healthcare Hand-written records Computer-based systems electronic Some organisations or employers will use a combination of both.

The most common deficiencies in record keeping include: An absence of clarity Inaccuracies Spelling mistakes Missing information Failure to record action taken when a problem has been identified. Dimond Benefits of Good Record Keeping Record keeping is a tool for professional practice and one that should help the care process. Jevon Delegation and Countersigning A registered nurse is accountable for any delegation of record keeping to members of the multi-professional team who are not registered practitioners, such as assistant practitioners AP , care assistants and nursing students Jevon Conclusion When caring for a patient, it is important to ensure good record keeping to promote patient care and better communication.

Test Your Knowledge Subscribers Only. The term is now often used interchangeably with recordkeeping. The sheer volume and complexity of modern records will be apparent to anyone who uses them. Government employees at all levels have first-hand experience of the importance of good records management, whether they create or handle records in their work, depend on finding the records they need quickly, wonder how long their records should be kept, or are required to make decisions that affect the way business-critical records will be created and maintained.

Records management has to do with making sure records are organised, protected and controlled so that they can be effectively used over time. Its purpose is to ensure that:. All government employees have a duty to create full and accurate records of their actions, and file or capture them in a formal recordkeeping system. Employees at all levels must not destroy government records except as provided by an approved records schedule, and in accordance with established procedures for records destruction.

Program managers are responsible for ensuring that the specific records requirements of their program are defined and understood, that responsibility for creating and managing records is assigned and that the necessary systems are in place to support recordkeeping. Managers should ensure that all records in their custody and control are covered by current records schedules, and that schedules are regularly implemented.

Employees with responsibility for records management functions , such as managing file systems or carrying out the provisions of records schedules, should follow established practices and procedures, and ensure that records management actions are documented.

Records Officers are responsible for communicating Government Records Office procedures within their department or agency and for coordinating the transfer of records to the Records Centre for storage and disposition. The Government Records Office is responsible under The Archives and Recordkeeping Act for establishing policies, standards, and guidelines for recordkeeping, including the creation, identification, maintenance, retention, disposition, custody, and protection of records.

It identifies records of archival value through the records scheduling process, and is involved in planning for the long-term protection and use of these records. The Government Records Office also provides records storage services to government through the Government Records Centre. Archives of Manitoba.