COM42150 | Case records: maintaining case records: making COTAX notes

Function NOTE (Case Notes) allows you to make notes up to 200 characters in length. COTAX automatically adds your PID and the date you make the note.

Any note you make is permanent so you cannot amend or delete it. It is therefore very important that you make notes that:

• are short but easy to understand

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• do not include personal data, including colleague names (use PID only)

• would not cause embarrassment to the department if they were released as part of a request under the Data Protection Act

• are made using upper and lower case letters so they are easy to read

• do not include symbols, especially asterisks, which may imply that words have been deleted

For security reasons, you must not include any bank account details in a note.

Because notes should be short, you won’t usually exceed 200 characters and carry over into a new note. If the information you need to record does take more than the space available, you will need to make multiple notes. If you do have to make more than one note to cover one subject, remember that it can be hard to read, so they need to be very clear and obvious that there are multiple entries.

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If there is a genuine business need to amend or delete a note, you should contact the Business Help Desk (This content has been withheld because of exemptions in the Freedom of Information Act 2000)