Recording and Reporting Siladan

SECTION 10: RECORDING AND REPORTING
RECORDING is a process of an account in written or other permanent form serving as authentic evidence of a fact or
event. Recording is used for many different purposes.
For example, case Recording may be used for administrative purposes, for teaching, and for research.
According to Gordon Hamilton. "the chief function of the record is to show the nature of the case situation, what the
client is doing about his problem and how the worker carries the responsibility of offering help or treatment”
According Jill Kagle, the primary purpose for recording is accountability. Practitioners discharge an important legal and
ethical responsibility to their agencies, chents, communities and profession by documenting, explaining and evaluating
their services.
Kagleadds, "Information from records may be used not only by the practitioners, supervisor, consultant and other
professionals in the agency but also by the courts, other community agencies, oversight and funding organization,
managed case networks and accrediting groups as well as the client and the client’s family, attorney and employer.
"Recording is much more than a practice skill. It involves a series of important professional decisions at all levels of the
organization.
These types which have continued to have a strong influence on the field are new approaches to record keeping.
According to Kagle, they are as follows:
1. Tape recording -This is used to supplement and not to replace the need to keep other records. "Audiotape
and videotape are useful in educating students and supervising family therapy and other process-oriented
approaches to practice."
2.Problem-oriented recording-"Problems and identified services are planned and delivered, problems are
resolved."
Kaglesays that progress notes follow the "SOAP“ format:
•S for subjective information

•O for objective information
•A for assessment, and
•P for plans.
3. Time series recording -The documentation of repeated measures of the specific behaviors, attitudes, or
interactions that are the focus of social work intervention.
Type of recording is used the important matter to consider is to of the content to information pertinent to the
delivery of services, which include the following: who the client is, what the client needs, what services
delivered, and how the services affect the client and the need.
Reporting as a process of management is broadly interpreted as a process communication. It is not only a two-way flow
of information upward and downward but also outward, across, and around.
Report means "to make or give an account of, often formally." Reports are based on accurate records, research, and
investigation.
The key purposes of reporting are:
1. For upward and outward purposes, to report the progress, future needs and plans, and account for one's
performance and justification of program.
2. For downward purposes, reports are made to inform the workers about policies, programs,
CLASSIFICATION OF REPORTS
The most common types of reports according to Lesikar are the following:
1.Subject matter reports -finance, personnel, program, project, research
a. Client service reports-those working with clients in any capacity must make reports to their
supervisors regarding each client or client group.
b. Program, project, or research reports -a periodic (daily, weekly, client group. and/or monthly) report
to the head concerning progress towards the goal should be made.
c. Personnel reports -the progress or lack of progress being made by the personnel should be reported
d. Financial reports -a periodic budget report by program, project or research directors and by the
agency's finance executive should be made.
2. Time interval reports -Many subject matter reports are submitted on a present time interval such as daily,
weekly, monthly, quarterly,
3. Interim and miscellaneous reports -Memoranda are used within an agency to inform staff and executive of
activities and as reminders. The miscellaneous reports include:
A .Progress reports -This covers how activities are progressing.
b. Improvement reports -This may be made by program and/or project directors concerning their
programs or employees.
b. Recommendation reports -This is usually prepared by a committee
PREPARING AN AGENCY REPORT
According to Gallagher," there are basically 10 steps involved in prepare a report. They are:
1.Stating the problem
2.Defining the scope of the problem
3.Planning the methods for obtaining relevant information.
4.Collecting the information.
5.Analyzing the information
6. Forming the conclusion(s)
7. Organizing the report -Keep in mind who the readers are. It may be arranged as follows:
A. Summary
•Purpose and scope
•Conclusion
•Recommendation
b. Introduction
C. Body
D. Appendix
8. Preparing the first draft.

9. Editing the first draft.
10. Publishing the report.
CHARACTERISTICS OF AN EFFECTIVE WRITTEN REPORT
The report is meant for one's supervisor or supervisee, or for someone outside of one's agency, an effective
written report must have certain characteristics. It should be:
1. Clear
2 Pertinent
3. Priefbut complete
4. Current
5. Accurate
6. Informative
7. Comparative
8. Properly classified
9. Attractive in format
10. Objective
11. Presented on schedule/time
12. Dated and signed

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SECTION 10: RECORDING AND REPORTING

•S for subjective information

The key purposes of reporting are:

1.Subject matter reports -finance, personnel, program, project, research

A .Progress reports -This covers how activities are progressing.

b. Recommendation reports -This is usually prepared by a committee

PREPARING AN AGENCY REPORT

8. Preparing the first draft.

CHARACTERISTICS OF AN EFFECTIVE WRITTEN REPORT

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