London Borough of Richmond

The Authority used a computerised database system for recording all food law enforcement activity and for compiling monitoring returns to the Agency.

It appeared that the database system was capable of providing all of the information required by the Agency's monitoring returns. However, it was evident from problems identified during the audit in relation to the information on the database and in the returns submitted to the Agency that these were not always accurate. One such example of inaccurate data being submitted to the Agency had resulted in the Authority being selected for audit.

The Authority had procedures in place for the internal monitoring of the information held on the database and validation of the monitoring returns. However, the audit findings highlighted that this has not been effective in identifying and resolving problems. Consequently, inaccurate information had been recorded on the database and submitted to the Agency.

Arrangements were in place to ensure that the database was up to date and backed up regularly. Access to the database system was password protected to prevent corruption of data in relation to the entry and deletion of premises. However, the password system required review to ensure that general data entry was restricted to staff with the relevant training and competency.