INSTITUTIONAL RECORDS AND REPORTS ADMINISTRATIVE FACULTY STAFF AND STUDENTS

INTRODUCTION

Documentation is process of communicating in written form about essential facts for the maintenance of continuous history of events over a period of time. Recording and reporting are the other ways of documentation. Record is the permanent written communication that document information relevant to a clients health care management. Record means all documents facilities  evaluation of the programme and provide continuity from the time the institution is established.

DEFINITION OF RECORDS

          A record is a clinical, scientific, administrative and legal document relating to the nursing care given to individual family or community.

DEFINITION OF REPORTS

          Reports are oral or written exchanges of information shared between caregivers or workers in a number of ways.

IMPORTANTS OF RECORDS AND REPORTS

Decision Making:

          Records play an important role for making decision. Based upon the previous data, future planning, even decisions can  be made.

Planning Client Care:

          Records are very helpful for planning nursing care to the patients.

Communication:

          Records and reports are very important for conveying the information to the employees, employer as well as to the public.

Legal Documentation:

          Records are helpful for the legal purposes especially in medico-legal cases.

Education:

          Records are helpful for teaching the nursing as well as medical students. Medical students learn from the previous records of the patients.

Research:

          Records are the secondary source for data collection while conducting research, investigator did the recording of all the activities he/she performed during data collection.

Vital Statistics:

          Records are used especially for assessing mortality and morbidity rate.

PRINCIPLES OF MAINTAINING RECORDS

1.    There must be standards framed for record keeping that focuses on content quality.

2.    Record should be for a specific purpose which should be clearly understood.

3.    Records should contain only relevant information and records should not be duplicated.

4.    Records which are required by the teaching staff should be easily accessible to them.

5.    persons responsible for maintaining records should be aware for their particular responsibility and every effort should be made to keep records up to date and accurate.

6.    There should be sufficient number of filing cabinets and appropriate equipments to operate a filing system which is simple and safe and requires the minimum possible time.

7.    There should be provision for periodic review of all records.

8.    There should be adequate, safe and fire proof storage arrangements.

9.    Records should be audited by trained peer auditors at regular interval.

STUDENTS RECORDS

          The list of records is;

1.    Application forms and other reports – concerning selection and admission such as references, medical reports, including mark lists, certificates and results of written test and interview at the time of selection.

2.    Admission Register

3.    A cumulative health record

4.    Class attendance and leave record

5.    Clinical and field experience, student rotation

6.    Internal assessment register – both theory and practical

7.    Mark list (state council/board results)

8.    Records of extra-curricular activities

9.    Practical record book

10.     Permanent cumulative student record, student details, examination and results, theory hours, practical experience, marks, rank class for each student.

11.     Student evaluation internal practical and theory

STAFF RECORDS

1.    Application form

2.    Copy of letter of appointment and any subsequent letter showing change in status.

3.    Job description/functions

4.    Record of the staff members

Ø     Educational qualification

Ø     Previous experience

Ø     Any short term educational course attended

Ø     Membership in professional societies and activities

Ø     Contribution of articles to journals

Ø     Holding office in organization

Ø     Participation in seminars, conferences etc updated every year.

5.    Periodic evaluation or progress report

6.    Leave record

7.    Health record

8.    Aneedotal record

ADMINISTRATIVE RECORDS

1.    Philosophy, purposes and curriculum

2.    Course content and course plan record for each subject

3.    Record of academic requirements

4.    Rotation plans for each academic year

5.    Record of committees

6.    Record of the stocks

7.    Application records

8.    Records of educational programmes organized for teaching faculty and students

9.    Annual reports

10.     Written policies

11.     Statement of budget proposals and allotments

12.     Copy of brochure

13.     Inspection/accreditation record

14.     Minutes of committee meeting

15.     Photograph/video/paper cuttings of important events

16.     Computerized records (Floppy, CD)

SUMMARY

          Records and reports are scientific administrative and legal documents, here we have studied about the importance of the records and reports, principles of maintaining records, students records staff records and administrative records.

CONCLUSION

                   Records and reports are the documents which are essential in the every field. It gives a proper information regarding the subject, without the records and report we can not able to know the proper information.