When you say WHAT you are doing and HOW you do it - you need to include the WHY. Make reference to the relevant policy, procedure or legislation. Be specific where timescales apply - e.g retention periods of documents. If you can include an original completed document or screen print, it backs up your evidence and makes it easier to understand.

I have created a filing system on the Computer in my office so that it is easier to access the documents. I have located the files on the Team drive so that my colleagues have access to them. We all have individual passwords and the County Council security policy is that we do not give them out to anyone. As I know that only authorised people have access to the Team drive, I can store documents on there in keeping with the Data Protection Act. I update the records regularly when information is passed to me on Form 978a.

I created the filing system by starting from My Computer and then use the File Menu and select New then folder.

I have given the folders the surname of the client and all documents about the client that are created electronically are stored in these folders. As all our paper copies are stored by surname, this makes it easier for my colleagues to understand the system and is in keeping with office procedure. (See below)

The files are kept for 3 months after someone has ceased to be a client. After this time they are deleted and all paper copies are shredded.

Melanie Ruse (sign all evidence)

14/6/05