Good documentation practice (GDP) tips for forms and records

GDP means good documentation practice. It is how people complete forms, logs and records so the entries are clear, honest and easy to review. The goal is simple: someone who was not there should be able to read the record and understand exactly what happened.

Many quality teams describe this with the word ALCOA. It is a handy checklist for any record, and it works just as well for a small shop as for a large plant.

ALCOA in plain words

• Attributable: you can tell who made the entry and when.
• Legible: it can be read, now and years from now.
• Contemporaneous: it was recorded at the time of the work, not from memory later.
• Original: it is the first recording, or a true copy of it.
• Accurate: it is correct and matches what really happened.

Some groups add complete, consistent, enduring and available, which means nothing is missing, the format is consistent, and records last and can be found when needed.

Everyday GDP habits

Write it when you do it

Fill in the form during the task. Waiting until the end of the shift invites guesses and forgotten steps. If a step truly cannot be recorded in the moment, note the time of the entry as well as the time of the work.

Use permanent ink and clear handwriting

Use a pen that will not fade or smear. Print clearly. Avoid pencil and correction fluid on paper records.

Sign and date every entry

Initials and a date, or a full signature where required, show who did the work. Never sign for someone else, and never pre-sign a blank form.

Leave nothing blank

An empty field raises the question of whether the step was done. If something does not apply, write "N/A" with your initials and the date. If a line is unused, draw a single line through it.

Record real values

Write the actual reading, such as 38.5 °F, instead of a tick that says "OK." Include the unit. Do not round to make a number look better.

How to correct a mistake

Everyone makes errors. What matters is how you fix them. Draw one line through the wrong entry so it is still readable, write the correct value next to it, then add your initials, the date and a short reason such as "wrong reading" or "wrote on wrong line." Never scribble out, erase or overwrite. A visible correction builds trust in the record, because it shows nothing is hidden.

Late entries and missed steps

If you forgot to record something, say so honestly. Add a late entry with today's date, explain why it is late, and sign it. Do not backdate. Tell your supervisor if a required step was skipped so it can be reviewed.

Design forms that make GDP easy

People follow good habits more often when the form helps them. Give each field enough room to write, label units, add a clear place for initials and date, and put steps in the same order as the work. Our guide on cleaning up a messy checklist or form shows how.

Review before you file

Before a record is signed off, a second person should check it for blanks, unclear writing, missing signatures and values outside limits. Catching it the same day is far easier than finding it months later. For the bigger picture, read our GMP documentation basics.

Rule of thumb: If you would be unhappy explaining the entry to a reviewer, fix it now, the honest way.