SayPro Documentation

Documentation. Documentation is written communication that includes a message, a sender (the writer), and a receiver (the reader). The sender must always be aware of the receiver when completing documentation. We document to ensure that there is a durable record of what has taken place. We document so that necessary information can be shared among staff. And, we document to ensure the safety of youth and staff. Documentation supports internal and external quality assurance activities and, ultimately, safety and security. Quality assurance includes administrative monitoring of incidents and of employees’ handling of those incidents.

Documentation provides a written account of events. Because memories are faulty, and because accuracy deteriorates over time, it is best to write the description of behavior as soon as possible. In some institutions, staff are automatically provided with time off the floor after a significant incident to complete their documentation. The general expectation is that reports must be completed before the staff member’s shift ends.

Aggregated information from documentation over time can help in the evaluation of program effectiveness and individual resident progress.

Documentation provides a sense of accountability. Knowing that behavior must be recorded, staff are much more likely to pay attention to specific behavior and to improve their observation skills. Further, residents quickly understand that the staff keep comprehensive records of their behavior. Hence, residents tend to become more accountable.

One of the most important purposes of documentation is to help staff solve problems whenever serious, dangerous, or illegal behavior occurs. Documentation serves as evidence that action was taken. It may be the critical factor in helping to reduce liability among correctional staff. Legal experts maintain that documentation is the single most important issue in establishing a good faith defense.