Antrim

The Council had arrangements in place to ensure that its database was kept up-to-date and in general the database was found to be complete in respect of premises in the Council�s inspection programmes.

The computerised system used by the Council was capable of providing all of the information required by the Agency monitoring returns, however several inaccuracies were identified in the official returns submitted during 2003 and 2004. These related to the number of food hygiene inspections planned and completed and under reporting of enforcement actions. The Council, however, had recently replaced the software system that it used and reports provided during the audit indicated that the replacement system was capable of generating more accurate data for inclusion in official returns.

All officers had access to the database and were able to add and amend data. Relevant training and instruction had been provided on data entry and only minor inaccuracies, in the information entered onto that database, were evident. Internal monitoring checks, in addition to those included in the relevant Council procedure, were carried out by the Service to verify correct data entry and coding of activities onto the database.

The Service was carrying out checks on most sections of the monitoring form when compiling its monitoring returns. These checks had identified inaccuracies in the monitoring returns generated by the software system previously used, in relation to inspection planning and reporting. The Service had recently undertaken a review of paper file records to properly validate inspection data provided for 2003/2004. The Service recognised the need to introduce further checks to verify the data in that section of the form that was not routinely checked.

Arrangements were in place to ensure that the database was protected from loss of information. Access to the database was restricted to prevent corruption of data in relation to the creation and deletion of premises.