Digital Records System Requirements
Perforated page — tear out & copy
From ch21.md (lines 156-226).
Requirements list; not a form.
- Download the DOCX for an editable Microsoft Word version you can email, print, or archive.
- Review this guidance carefully. For contracts, have a solicitor review before signing.
- Review the source chapter in the book for full context: see the chapter reference in the page header.
Accessibility
Records are accessible during the inspection: [see DOCX]
Records are accessible on a device the operator provides: [see DOCX]
The inspector can use the system without specialist training: [see DOCX]
A guest account (read-only) is available for the inspector if needed: [see DOCX]
Legibility
Records are in a readable format (PDF, structured data): [see DOCX]
Photos are at sufficient resolution: [see DOCX]
Handwritten notes are scanned and indexed: [see DOCX]
The system supports multiple file types: [see DOCX]
Searchability
Records can be searched by dog name: [see DOCX]
Records can be searched by owner name: [see DOCX]
Records can be searched by date: [see DOCX]
Records can be searched by microchip number: [see DOCX]
Search results appear in under 30 seconds: [see DOCX]
Currency
Records are updated in real time (or daily): [see DOCX]
The system supports offline entry with later sync: [see DOCX]
The system has a "last updated" timestamp on each record: [see DOCX]
The system has alerts for expiring documents: [see DOCX]
Security
The system requires strong passwords: [see DOCX]
The system supports multi-factor authentication: [see DOCX]
The system logs all access and changes (audit trail): [see DOCX]
The data is encrypted at rest (AES-256 or equivalent): [see DOCX]
The data is encrypted in transit (TLS 1.2 or higher): [see DOCX]
Backup
Cloud backup (UK or EU provider): [see DOCX]
Local backup (external drive or NAS): [see DOCX]
Backup frequency: at least daily: [see DOCX]
Backup tested monthly: [see DOCX]
GDPR
Data Retention Policy in place: [see DOCX]
Data subject rights process documented: [see DOCX]
Data breach response plan in place: [see DOCX]
Data Processing Agreement with cloud provider: [see DOCX]
Cost
Setup cost: £[X]: [see DOCX]
Monthly cost: £[X]: [see DOCX]
Cost per dog per year: £[X]: [see DOCX]
Vendor and review
Vendor: [see DOCX]
Contact: [see DOCX]
Reviewed / Next review: [see DOCX]
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