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.