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Record keeping
Good record keeping is essential within social work/social care.
In recent years, this has increasingly focused on electronic and computer based data collection and recording systems designed as screening and assessment tools, and as a means through which statistical data can be centralised and regulated.
Knowing how much information to record and that records are accurate, objective, sufficiently detailed and summarised succinctly can be extremely difficult, particularly where record keeping is confined within specific categories and a strict word count. This can lead to important details being omitted and a less than accurate picture being conveyed.
Click on the files below to explore each method of record keeping:
Record keeping
Form filling
Two types of forms are commonly used within social work/social care, namely:
- electronic /computer based forms (e-forms)
- paper-based, hand written forms
Increasingly, computer based forms are replacing paper based records and case notes. Important points to remember:
- Read the form carefully beforehand and plan your answers
- Answer all questions - otherwise the form may be rejected or returned
- Allow time to check through what you have written
- Some forms cut off words that exceed a particular word count. Keep your response succinct and within the space allocated and find other ways to convey other vital information
- Most hand written forms request black ink to be used
Record keeping
Case notes
Case notes communicate a great deal about the quality of your work because they provide essential information about events that have informed decision-making and action, such as:
- vital information for reports in relation to case conferences, reviews, tribunal and for the courts
- evidence of professional accountability
- evidence of a commitment to service user and carer participation
- details for supervision purposes
- continuity between practitioners when workers leave and for work in interdisciplinary contexts
- information for planning and administrative purposes
- data to be used in research and evaluation
- details of any shortfall in service provision
- legal safeguard in a climate of increasing litigation
- a memory aide
Record keeping
Taking minutes of meetings
Minutes taken at meetings are a formal record of discussions, decisions and any progress achieved. As such, they call for good communication skills, particularly the ability to listen and summarise key points in order to:
- record the structure of the meeting, i.e. those present / absent, minutes and matters arising from previous meetings, the agenda and details of the next meeting
- ensure that the minutes can be understood by those not present
- ensure that they convey a balanced, accurate, succinct and unambiguous account of what is said and any decisions taken
- ensure that action points are clearly identified
Ideally the minute-taker should have no major contribution to make in the meeting and often not be expected to participate fully.
It's also good to remember that a note of a meeting normally has less detail, often recording action points only.
Record keeping
Report writing
In social work, you may have to produce a report summarising a topic's key issues, such as the need for an after school club or court report. The length, structure and layout of the report will vary according to the context but is likely to include some of the following headings:
- Cover with a title page
- Contents, plus page numbers if appropriate
- Summary/Executive summary, giving main findings and conclusion of the report
- Introduction, giving the purpose of the report, its subject area and who it is for
- Summary of recommendations
- Main section of the report, with clear headings
- Conclusion (unless covered in the summary)
- Appendices/other relevant information
- Glossary of terms
- Start page
- Record keeping