What does it take to make sure our records are trusted?

CPS ANSwers

For records to be trusted, they need to be authentic, reliable, and protected from the moment they’re created until the day they’re disposed of. That requires the right mix of security, clear policies, and routine audits. A helpful way to think about this is the FDA’s ALCOA+ principles: records should be attributable (you know who created them and when), legible (easy to read and understand), contemporaneous (captured at the time of the event), and original (preserving the first and most accurate version). They also need to be accurate, complete, consistent, enduring, and always available. For electronic records, compliance with 21 CFR Part 11 is also required.  Together, these principles make sure records hold up over time as a true reflection of what actually happened.

One agency client told us they used to worry about whether their digital records would be trusted in an audit. After CPS helped them implement records management with their retention schedules in Laserfiche, every action was tracked, records were stored in durable formats, and staff knew exactly how to keep files consistent and accurate. When their next compliance review came around, they passed with ease,  and the auditors praised the clarity of their recordkeeping.

At CPS, we know that trustworthy records and systems aren’t just a nice-to-have; they’re a legal and operational necessity. That’s why we design systems that embed ALCOA+ principles into daily processes, from audit trails that make records attributable to validation controls that ensure accuracy. With decades of experience in government and regulated industries, we’ve guided clients through building trusted records programs that don’t just meet compliance requirements but stand the test of time.