Your outcome: Correct an error without hiding the original, and distinguish an event date from a later entry or approval date.

Make the record understandable

Use the approved form or system. Identify the job or item, relevant units and the person performing the work. Record the observation when the work occurs. Do not sign a step in advance, fill gaps with guesses, or copy a previous result because today's value is missing.

Follow the organization's unambiguous date convention. For example, 2026-10-05 and 05-Oct-2026 are readable ways to show 5 October; neither is a universal course requirement. Include the required time and time zone when sequence or elapsed time matters.

Correct the entry, preserve its history

For a paper record, follow the approved correction method. A common method is one line through the incorrect entry so it remains readable, the correct entry, the correcting person's identity and actual correction date, with a reason when required or needed to understand the change. Do not obscure the original with erasure, correction fluid or a replacement page presented as the original.

For an electronic record, use the approved correction or amendment function. Retain the original value and the context of the change as required by the system and procedure. Do not edit an exported PDF to conceal an error in the source system.

Late entries and missing evidence

If an observation was not recorded at the time, report the gap. Where the procedure allows a late entry, identify it as late, record the actual entry date, distinguish any supported event date, state the source and reason, and obtain the required review. If the result cannot be established, record that uncertainty and let the authorized owner decide the disposition.

Sign only within your authority. Distinguish performed, checked and approved. Use your own account; another person's login or pasted signature does not demonstrate their review. A specimen-signature register is one possible organizational control, not a requirement created by this course.

Worked example

A count sheet says 120 units, but the preserved count evidence supports 102. The receiver makes an authorized correction showing both values, identifies who changed it and when, and explains the transposition. If product was already issued using 120, the stock and downstream impact also need review.

Practice: Write a fictional late-entry note that states what is known, what evidence supports it, and what remains unknown.

Practice check: Complete the two questions attached to this lesson, then review the answer explanations before continuing.