A controlled master record explanation
A controlled record card is a standardized form or electronic document on which basic data is recorded about a specific subject, such as an individual, an object, a process, or another entity. This record card serves as an organized and controlled source of information, with the data being carefully recorded and updated according to established procedures and guidelines.
Here is an explanation of the key aspects of a controlled record card:
Basic data: The record card contains essential basic data about the subject being recorded. For example, this could be personal data when registering an individual, or technical specifications when registering an object.
Controlled registration: The data is recorded in a controlled manner, meaning that there are clear procedures and guidelines for entering information. This helps to ensure that the data is consistent and accurate.
Updated and maintained: The record card is regularly updated and maintained to ensure that the information remains current and relevant. This may include adding new data, correcting errors, and removing outdated information.
Access control: Access to the record card may be restricted to authorized individuals or departments, ensuring the security and privacy of the stored data.
Purposeful use: The data on the record card is used for specific purposes, such as identification, administration, reporting, or analysis. This helps to ensure that the collected information is relevant and adds value to the organization.
Overall, a controlled record card provides a structured and reliable way to capture and manage basic data, which is essential for effective administration and decision-making within an organization.