Maintenance of Record in Social Work Research

Record is a storing of data either in written form or in video. It may be written in form or not but has used as prove/evidence of any incidents.

Definition:Chamber Dictionary defines record as “act of setting down in writing or other permanent form, a formal writing of any fact or proceeding, a book of such writing.”

Objective:

• To improve the professional skills & techniques of workers
• To evaluate the work of the agency & to improve upon methods & techniques used therein
• To create satisfaction & keep up the interest of the workers
• To build a body of knowledge of social work administration
• To facilitate supervision & training
• To show the progress of the agency to the board, community, public authorities etc.
• To ensure continuing of work & keep a note thereof
• To do work on a systematic basis

Types of Records:

1. Organizational Records
2. Programme Records
3. Administrative Records
4. Procedural Records
5. Financial Records
6. General Records

1. Organizational Records

• Registration Certificate
• Copy of the constitution, Bye-laws of the agency
• Agenda Papers
• Minute books/register
• Returns to field with the registrar of society
• Register of board members with their address
• Resolutions for formulation of the committees, sub-committees & record of their work

2. Programme Records

• Blue print of the agency’s plan of work of the scheme
• Case histories in case work process
• Survey report of the community
• Diary of field work
• Attendance register for programme staff
• Register of volunteers
• Visitor’s book

3. Administrative Records

• Personal files of staff members
• Attendance register
• Leave record
• Telephone calls register
• Building plan file, sanctioned plan
• File for each branch

4. Procedural records

• Diary
• Dispatch Register
• Register of files
• Reminder register
• Recording register

5. Financial Register

• Budget File
• Case book
• Receipt & bill Books
• Voucher file
• Salary register
• Stock register
• Property register

6. General Records

• Annual Report
• File containing material for the annual report
• For the next year
• List of address of agency’s contacts