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Good Documentation Practices Af SBT

GoodDocumentationPracticesAfSBT

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Victoria2030
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4 views13 pages

Good Documentation Practices Af SBT

GoodDocumentationPracticesAfSBT

Uploaded by

Victoria2030
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPSX, PDF, TXT or read online on Scribd
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Good

Documentation
Practices
Contents
• Evidence
• Recording Information
• Legibility
• Blank Spaces
• Correcting Errors Good
Documentati
• Date and Time Formats on Practices
• Reporting Results
• Deviations
• Confidentiality
• Falsification
• Signatures
• Meeting Timelines
• Record Retention
• Document Media
Evidence

If it’s not documented, it didn’t


happen!
• Documentation provides proof or
evidence that something was done
• Record sufficient detail so that anyone
looking at the document in future will
know exactly what happened
• Each document should be able to stand
alone with all required information
Recording Information

Record information immediately


• Don’t trust your memory because you may
forget to record the information later
• Don’t write results on loose pieces of
paper as these may get lost
• Don’t transcribe information from one
form to another as this could lead to errors
Legibility

All documents must be clear and


legible
• Information on a document is useless if it
cannot be read and understood
• Take care to write neatly and clearly
• If your handwriting is not easy to read
rather print in capital letters
• Use black or blue pen only, it photocopies
well & is legal
• Don’t write in pencil as this can be
erased
Blank Spaces

Don’t leave blank spaces on forms


• Fill in N/A if not applicable
• Or cross out section if not relevant
• Otherwise it looks as though someone has
forgotten to enter information
• Do not use ditto marks as these could be
taken for number 11
Correcting Errors

Correct errors in a legible way


• Draw a single line through mistakes
• Write the correct information next to the error
• Sign and date this
• Wite-Out (Liquid paper) is not allowed.
• Anyone looking at the document should be able
to see what information was changed and by
whom
• Do NOT try and write over the error as this
makes it illegible or difficult to read
• Do not ‘colour’ over mistakes, this makes
documents messy and illegible
• Never use correction fluid (eg. Tippex)
22 C 24 C Joe Bloggs 23/10/2015
Date and Time Formats

Standardise date and time formats


• Standardise and stipulate format for
recording dates eg. dd/mm/yyyy
• Ensure everyone records dates in same way
• Check that dates on computer system match
date format used on forms
• Record times using 24 hour clock ie. 15:30
(not 3.30)
Reporting Results

Standardise the reporting of test results


• Report results to same number of decimal
places as in specification
• Labs to round off results as follows, when
required:
- if number is below 5, round down
- if number is 5 and above, round up
• Apply relevant correction factors for equipment
to results before rounding off (as above)
Deviations

If you deviate from procedure, record


details
• If anything out of the ordinary occurs make
comments as to what happened
• Months/years from now you may not
remember the exact details so write them
down
• Document should be able to ‘tell all’ in
future
• Explain deviation and why it occurred
• Remember to sign and date your comments
Falsification

Falsification must not be tolerated


• Information entered on a form must be
true and accurate
• Results should be reviewed and checked by
a second independent person, where
possible
• All errors should be corrected immediately
• Action should be taken if staff are
deliberately falsifying documents
Signatures
Signatures must be traceable
• One must always be able to determine who
signed a document
• Always sign your name in the same way
• A signature list of all staff signatures (and
initials) should be kept in each department
• This list should be updated when staff leave
or new employees join
Meeting Timelines

Complete/ submit required documents


on time
• Don’t let paperwork pile up in your mailbox
• Process documents promptly & get them off
your back

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