Maintain and store records in the workplace

This standard is about the effective maintenance and storage of information. This involves accurately recording information and storing it in the correct location.

Most workplaces use computerised systems to store and maintain records but some paper-based systems are still used.

Records could include those that are required by law and those that are maintained to aid the efficient running of the organisation. You will need to maintain any necessary confidentiality and abide by current data protection legislation when storing personal information.

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1. locate the appropriate recording mechanism for the information you need to record
2. where records do not currently exist follow the required procedure to get them set up
3. make entries into records that are accurate, complete and, in the case of written records, legible
4. complete records and documentation as required by legislation and organisation policies and procedures
5. record information within required timescales
6. store updated records in accordance with the organisation’s procedures
7. maintain the security and confidentiality of the information recorded, in accordance with the organisation’s requirements and current data protection legislation
8. take action to resolve or report any errors or omissions that are discovered in the records, or any problems with maintaining, storing or accessing records, in accordance with the organisation’s procedures.

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1. the systems for record keeping and storage used within the organisation, the records which you are required to update and where they are located
2. the legislation and the organisation’s policies and procedures for the completion and storage of records
3. the correct format in which records must be completed
4. the required timescales for the completion of records
5. the limits of your responsibility for accessing, completing and updating records
6. what the records are used for and the importance of accurate record keeping
7. the records that are confidential or commercially sensitive and how to deal with these
8. the requirements of current data protection legislation for storing personal information
9. the types of problems that may occur with records, and the action to take where errors or omissions are discovered
10. how long records need to be kept

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4

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2030

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Current

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Original

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Lantra

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LANCS5

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Agriculture, Animal Care, Animal Technologist, Horticulture, Veterinary Paraprofessional, Veterinary Nurse, Animal Technology

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3550

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records; storage

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