Training for Effective Record Keeping

I want to write a training document for record keeping, so that I can train CCP operators in how to keep high quality records



So far I have come up with the following points:

1. Legible
2. No use of 'ditto' marks... write the actual number/word

3. If a mistake is made, cross it out once and initial it, and re write clearly, give an explaination for crossings out if possible.

4. Note any thing unusual that happened during the process

5.Always sign and date the records





Can you guys add anything?

I want to write a training document for record keeping, so that I can train CCP operators in how to keep high quality records



So far I have come up with the following points:

1. Legible
2. No use of 'ditto' marks... write the actual number/word

3. If a mistake is made, cross it out once and initial it, and re write clearly, give an explaination for crossings out if possible.

4. Note any thing unusual that happened during the process

5.Always sign and date the records





Can you guys add anything?

> avoid the use of jargon or be specific and straight to the point
> supervisor signature (to ensure that monitoring of record keeping is done) and
> verification (to verify that monitoring and record keeping is done)

regards,
Food safety boy

You could add a signature/initial reference document where everyone who signs or initials does so on a document next to their typed or printed name. This can reduce confusion as to who actually signs or initials forms when their handwriting is difficult to read (ie. scribbled).

Pretty basic one, but never, ever to use tippex.

Hi there, I have a procedure maybe this will help, but its for ISO22000. I have copied and pasted my procedures for Document Control and Records together onto one page.

That would be great Sandy... if you could put the link here ....

That would be great Sandy... if you could put the link here ....

Ok will try....very new at this still!PROCEDURE AND WORK INSTRUCTION FORMAT.pdf   289.57KB   324 downloads

Ok will try....very new at this still!PROCEDURE AND WORK INSTRUCTION FORMAT.pdf   289.57KB   324 downloads

Brilliant Sandy, that helps a lot. Thank you

I would also add the following to your training:


Inform everyone that a document becomes an official record for the company.


Use ink only on any form, pencil is not permitted.


Never provide a false signature


Never pre/post date (falsifying) a document.


Correction Fluid, erasures are not permitted.


If a mistake is made clearly cross out the mistake so it is still legible, initial it with a explanation for the mistake. If further explanation is needed write it on a separate sheet of paper and attach it to the document. (I would advise not giving an option for this, could be as simple as writing 'typo' on a form)

Associates are authorized to correct personal errors only. Managers, Team Leader, Document control agents, may correct associates errors in their absence.

Hope this helps

Pretty basic one, but never, ever to use tippex.

I would also add, don't use white stickers to cover up mistakes; if I was an auditor, I would want to peel it away to see what was underneath

I would also add the following to your training:

Inform everyone that a document becomes an official record for the company.
Use ink only on any form, pencil is not permitted.
Never provide a false signature
Never pre/post date (falsifying) a document.
Correction Fluid, erasures are not permitted.

If a mistake is made clearly cross out the mistake so it is still legible, initial it with a explanation for the mistake. If further explanation is needed write it on a separate sheet of paper and attach it to the document. (I would advise not giving an option for this, could be as simple as writing 'typo' on a form)

Associates are authorized to correct personal errors only. Managers, Team Leader, Document control agents, may correct associates errors in their absence.

Hope this helps

Nice one Ken! You pretty much hit the nail in the head. Use pen and correction fluids to lessen erasures and falsifying documents. This much gives an impression that the document is fake or falsified.

You'll also need to make sure your record-keepers know never to record a non-conforming value without also recording details of corrective action that was taken to regain control, including alerting management of the supervisor to the situation. This is just as important as never to use correction fluid or make a value completely illegible when crossing it out.

It might help to make record-keeper aware of verification activities and the consequences they face if records are not filled out correctly.

Regards,

Matt