Principles of Recording

How we wish, especially in the initial stages of practice

that there were some fixed rules and perfect procedures,

which could guide us in writing case records. However

there is no such thing as an ideal or model record.

Record is a flexible instrument, which should be adapted

to the needs of the case.

Each case is different, the conditions of work hold

marked differences and the recording therefore, rests

not on following an outline, but in the mastery of certain

component processes. Given below, are the attributes

one looks for in a good case records whereby we can

judge it to its merits. They can be termed as principles

of casework recording as they serve as guidelines for

writing records.

1) Accuracy, objectivity, simplicity, clarity and brevity

should be observed in writing records.

2) Facts and their interpretation should be

distinguished as it leads to objectivity. Inferences

should be drawn in an impartial manner without

attempting to influence the judgment of the reader

(e.g., frequent fights between the husband and wife

might lead the caseworker to interpret that she

dislikes or hates her husband).

3) Record must be orderly in its arrangement and it

is not possible unless the writer has thought out in

advance what should be included and then has set

out the material in a logical sequence.

4) A long record is not necessarily a good record.

Records should neither be too long nor too short.

5) The casework records are not meant to be literary

masterpieces, therefore they should be written in

simple language and simple style.

6) A telling verbatim quote can sometimes depict a

situation much better than a narrative description,

therefore, wherever possible reaction of the clients

should be recorded in their own words.

7) There should be certain degree of uniformity and

standardization as to the form of observation.

8) A record should have readability and visibility and

should contain a clear and concise presentation of

the material.(E.g. content can be organised under

topical heading such as interviews, home visits,

contact with collaterals. Letters, medical reports

etc filed at appropriate place.)

9) To maintain clarity and accuracy avoid using words

which are vague, ambiguous and likely to be

misinterpreted by the readers. (e.g. “middle aged,

perhaps etc.) Note taking as far as possible should

be done immediately after the interview is over. If

done during the course of interview it may not only

hamper the full participation of caseworker in the

process but may make the client feel that she is

not getting the full attention of the caseworker.

10) It should always be made clear who are involved in

the situation, which is addressing whom and what

are the sources of information.

11) The details of every significant subject or situation

should be given.

12) One should not record the self-evident, the

insignificant, the familiar, and the repetitive.

14) Any record should show clearly the nature of the

problem presented or the request made; what the

worker thinks about the situation; what the worker

and client know about it; what relevant family group

and community factors are involved; what the

change or movement of outcome are.

Types of Recording

From the literature available on casework recording no

clear cut classification of records on the basis of their

types is available. However, for our understanding we

can give the following classification of recording.

(a) Process (b) Summary (c) Verbatim (d) Non-

Verbatim

Process Recording

Process recording is a form of recording used frequently

by the caseworker. In this type, the process of interview

is reported and is a rather detailed description of what

transpired with considerable paraphrasing. It preserves

a sequence in which the various matters were

discussed. It includes not only what both the worker

and the client said but also significant reaction of the

client and changes in mood and response. In this the

interview and observation go hand-in-hand. It may be

verbatim or non-verbatim reproduction.

Summary Recording

Summary is a good device for organising and analyzing

facts. Summary points into meaning and relative

importance of material gathered. A careful summary

made at appropriate intervals reduces bulk, clarifies

direction and saves the workers, time. Summary is

commonly assumed to be a review or recapitulation of

material that has already appeared in the record. It

may be either topically arranged or may appear as

condensed chronological narrative.

Mrs. Sheffield has defined summary in social casework

recording as “A digest of significant facts in the client’s

history which has previously been recorded”. Summary

could be a diagnostic summary, periodic summary or

closing summary.

The closing summary is a summary made at the time

the case is closed. To be most effective it should be

written by the worker who was responsible for the case

at the time of closing.

The periodic summary is simply the summary of material

previously recorded and is made at more or less regular

intervals or at the end of more or less definite episodes

in the family history.

Verbatim Recording

It is reproduction of factual data in the individual’s own

words. It is commonly used in casework because of its

accuracy and objectivity. However, it should not become

a mechanical reproduction of information because

casework as an art requires an intelligent selection

and rearrangement of material. As a part of training of

the worker, verbatim recording may be of value in

developing objectivity.

Non-verbatim /narrative recording

Narrative recording has been and still is a predominant

style of recording. It is the style found in newspapers

and magazines. It is the way we speak of the day’s

events, it is the way we write letters, and it is the ways

we keep diaries. Narrative form of recording is preferred

for reporting acts of practical helpfulness, events and

most collateral visits or conferences. It may be used for

the contents of the interview in all instances except

when the process itself and use of relationship have

special significance.

Case Recording: Concept

After the interviewing process is over the caseworker

has the obligation to record the interview. The language

of interview now has to be translated into the language

of the record (file, forms, computer).

According to Kadushin recording can be seen as a part

of the interview process. Through the act of recording

the interview continues in the mind of the interviewer

after it is terminated. It is a retrospective living of the

encounter. As a consequence the interviewer of

necessity, has to selectively decide which aspects of

the interview were more significant. She has to

systematically organise a somewhat chaotic experience.

What is a Case Record?

A record literally means ‘a formal writing of any fact or

proceeding’ and when used as a verb means ‘to set down

in writing or other permanent form’.

Taking cue from this we can define case record as a

written account of the casework proceedings.

However, from the above statement one should not

conclude that case recording is an easy, routine and

simple task, far from it, its a highly skilled and complex

task. Recording is an important and integral part of

casework procedure and is an output of the activity of

the casework. The importance of recording lies both in

the process as well as the product.

For, an individual who is planning to become a

caseworker, the art of record writing is worth striving

to develop and perfect, not only because case recording

is an essential part of good casework and is becoming a

more important factor with the increasing complexity

of social treatment, but also because the case record

is fortunately or unfortunately often used as one of

the important indexes of the caseworkers ability.

A question often asked is, why do we need to write

records? Do they really serve any purpose? The

importance of case records can be ascertained when

we look at their functions and the varied purposes they

serve.