Colchester Borough Council

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 monitoring returns. However, incorrect coding, problems with data entry and errors in report configurations resulted in inaccuracies within the returns. In particular, some premises had not been included in the planned inspection programme because of coding errors. Recording inspections of these premises during the year resulted in returns showing that more than 100% of inspections planned had been achieved.

The Authority had not routinely checked or validated data entered on the monitoring returns prior to submission to the Agency. However, the Authority recognised the need to introduce systems to ensure the thorough checking and validation of data held on the database and entered on the monitoring forms, to ensure that accurate returns are 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 competent staff.