Management-Institutional Records & Reports

B.
SC DEGREE COURSE IN
NURSING(BASIC)
Management in Nursing Services and Education
UNIT:VI-MANAGEMENT OF NURSING
EDUCATIONAL INSTITUTIONS.
TOPIC : Institutional Records & Reports
Introduction:
Records and reports hold an important place in

the process of educational administration. The
teacher should prepare records and reports
after implementation of a plan over project and
the educational administrator himself is
expected to prepare a report about the
organization and its function periodically.
DEFINITION OF RECORDS:
A record is a clinical, scientific,

administrative and legal document relating to
the nursing care given to individual family or
community.
DEFINITION OF REPORTS:
Reports are oral or written exchanges of

information shared between caregivers or
workers in a number of ways.
Characteristics of good Recording and
Reporting:
Accuracy:
Information should be correct to prevent serious
mistakes. Use of correct spelling and the
institutions accepted abbreviation and symbols
ensure accurate interpretation of information. It
should be always complete with accurate
signature. Do not use nick names.
Conciseness:
Use a few words as possible to give the
necessary information.
Contd :
Thoroughness:
Even a concise record or report must contain
complete information.
Up to date:
Recording should be done on time. A definite
time and routine for the reporting make more
time and routine for the reporting makes more
efficient management. Delay in recording can
result in serious omissions and delay the work.
Contd:
Organization:
Communicate all the information in a logical
format or order.
Confidentiality:
The information should be confidential.
Objectivity:
Presentation of facts not personal feelings, to
give true picture.
IMPORTANTS OF RECORDS AND
REPORTS:
• Communication
• Education
• Assessment
• Documentation of continuity and justification
of case
• Research
• Auditing
• Legal documentation
• Individual case study
PRINCIPLES OF MAINTAINING RECORDS:
• There must be standards framed for record

keeping that focuses on content quality.
• Record should be for a specific purpose which
should be clearly understood.
• Records should contain only relevant information
and records should not be duplicated.
• Records which are required by the teaching staff
should be easily accessible to them.
• There should be adequate, safe and fire proof
storage arrangements.
Contd…
• Persons responsible for maintaining records

should be aware for their particular responsibility
and every effort should be made to keep records
up to date and accurate.
• There should be sufficient number of filing
cabinets and appropriate equipment to operate a
filing system which is simple and safe and
requires the minimum possible time.
• There should be provision for periodic review of
all records.
• Records should be audited by trained peer
auditors at regular interval.
STUDENTS RECORDS:
1. Application forms and other reports –

concerning selection and admission such as
references, medical reports, including mark
lists, certificates and results of written test
and interview at the time of selection.
2. Admission Register
3. A cumulative health record
4. Class attendance and leave record
5. Clinical and field experience, student rotation
6. Internal assessment register – both theory
and practical
Contd…
7. Mark list (state council/board results)

8. Records of extra-curricular activities
9. Practical record book
10.Permanent cumulative student record,
student details, examination and results,
theory hours, practical experience, marks,
rank class for each student.
11. Student evaluation internal practical and
theory
STAFF RECORDS:
1. Application form
2. Copy of letter of appointment and any
subsequent letter showing change in status.
3. Job description/functions
4. Record of the staff members
5. Educational qualification
6. Previous experience
7. Any short term educational course attended
8. Membership in professional societies and
activities
Contd…
9. Contribution of articles to journals

10.Holding office in organization
11. Participation in seminars, conferences etc
updated every year.
12.Periodic evaluation or progress report
13.Leave record
14.Health record
15.Anecdotal record
ADMINISTRATIVE RECORDS:
1. Philosophy, purposes and curriculum

2. Course content and course plan record for
each subject
3. Record of academic requirements
4. Rotation plans for each academic year
5. Record of committees
6. Record of the stocks
7. Application records
8. Records of educational programmes organized
for teaching faculty and students
9. Annual reports
Contd…
10. Written policies

11. Statement of budget proposals and
allotments
12. Copy of brochure
13. Inspection/accreditation record
14. Minutes of committee meeting
15. Photograph/video/paper cuttings of
important events
16. Computerized records (Floppy, CD)
SUMMARY:
Records and reports are scientific

administrative and legal documents, here we
have studied about the importance of the
records and reports, principles of maintaining
records, students records staff records and
administrative records.
BIBLIOGRAPHY
1. Basavanthappa. B.T. NURSING

ADMINISTRATION. 2e. New Delhi:
Jaypee Brothers Medical Publishers (P)
Ltd; 2009
2. Www. Nursingpath.in
3. Silverlineservices.blogspot.com

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B.

Records and reports hold an important place in

A record is a clinical, scientific,

Reports are oral or written exchanges of

• There must be standards framed for record

• Persons responsible for maintaining records

1. Application forms and other reports –

7. Mark list (state council/board results)

9. Contribution of articles to journals

1. Philosophy, purposes and curriculum

10. Written policies

Records and reports are scientific

1. Basavanthappa. B.T. NURSING

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