Carlisle City Council

The Authority had effective arrangements in place to ensure that the food premises database was complete and up to date.

Statistical data for the Agency�s monitoring returns was compiled using a combination of manual records and a database system. This was capable of providing accurate information for the official returns. However, a number of errors and discrepancies in data across most areas of food law enforcement activity were identified in the returns submitted.

The coding system for food law enforcement activities did not differentiate between planned and unplanned inspections and visits. The use of incorrect codes in relation to visits, complaints and written warnings, inconsistencies in record keeping and problems with the configuration of the database appeared to have been contributory factors to inaccuracies in the Authority�s returns. However, the Authority had recognised some of these issues and remedial measures were planned, to include the cross-referencing of paper and database records.

The Authority had not carried out routine internal checks on file and database records and monitoring returns had not been validated before being submitted to the Agency. The manual transfer of the data on to the monitoring returns was also not checked for transcription errors.

Arrangements were in place to ensure that the database was up to date and backed up regularly. Access to the computer drives was password protected, but there were no security precautions in place to prevent the corruption of data by unauthorised access to the database.