Tip of the Week                    

 

October 18, 2004

 

Click HERE for Adobe version of this Tip

Click HERE for the SOP on Datasheet Completion

 

Making Corrections to Hand-Recorded Data

Everybody makes mistakes.  Under normal field conditions, it is not uncommon to mis-write a number, we’re human and sometimes in a hurry.

 

There are many wrong ways to correct these mistakes, and only ONE right way.  First, the RIGHT WAY, as described in our Standard Operating Procedure for recording field data, (EPA5-07):

 

6.1.4    Incorrect data entries must be crossed out with a single line so that the original entry is still readable.  The correct entry is written next to or above the original entry and initialed.

 

Example:

 

Notice several key points of this simple requirement:

 

  1. The incorrect number is crossed out with a single line, not a double line, not an “X”, not a squiggle mark, not another entry (i.e., a 6 written over a 5), etc.
  2. The incorrect entry is STILL readable.  As we said, everyone makes mistakes…we have nothing to hide here.
  3. The correction is initialed.  We need to ensure that the responsible party made the correction, not some unscrupulous person at a later time.  These are legal documents, and someday they may have to stand up to scrutiny in a court of law.
  4. The correct entry is written near the original entry.  Make sure it is clear and unambiguous.  It is OK to draw an arrow or circle the new entry to make your intentions obvious.

 

 

The following is a “good” example of WHAT NOT TO DO:

 

Classic mistake – writing over the “wrong” number with the “right” number.  Problem is, you cannot see the original number anymore, and sometimes it is not clear to someone else which number you meant.  Plus, in this case, no one initialed the change.  Maybe the client did not like the numbers and made the changes while no one was looking.  Remember, these numbers have to hold up in court!