Cheltenham Borough Council

The Authority's computerised database was capable of providing the information required for the Agency's monitoring returns. There was tight control on data input and where paper records were examined for individual cases, these did match up. However, there had been errors in the reports submitted to the Agency associated with coding and configuration of the system. This had resulted in over reporting achievement of inspections planned and under reporting of the number of premises subject to improvement notices and the number of food complaints.

The food premises database was found to be up to date however the Authority needed to develop a documented procedure to ensure that the database remained accurate. Documented procedures also needed to be developed and implemented for the systematic checking and validation of all data held on the database and the completion of monitoring returns to the Agency.

The Authority had started to carry out some validation checks but these needed to be developed further using the combined skills of all officers involved in managing the database, compiling monitoring returns and reports and updating and maintaining the system.