DOCUMENT, DOCUMENT, DOCUMENT! 

Documentation is a set of records that entities maintain to provide evidence or information that can be used to inform decisions. Documentation can seem like a big task…is it really worth the effort?? The answer is YES!! Consistent documentation is helpful to everyone within the organization as it allows an entity to accumulate evidence-based information for future reference.

 

Proper documentation protects USA and USA Health students, employees, patients and YOU!

 

By sharing knowledge through documentation, educated decisions can be made as a collective which helps improve the entire organization. By properly documenting processes, approvals, progress and resources, adequate support is available for future reference.

 

Processes:

Documenting your processes, including detailed instructions, ensures consistency and standardization and makes daily tasks more efficient, saving time in the long run. Employees will spend less time searching for information if they know where they can find it.

 

Documentation prevents the duplication of work. Thorough documentation on previous projects can provide a great starting point to expand on at a later date. Successful processes that are documented well can be replicated and employees can refer to prior records without having to start from scratch.

 

Approvals:

Documenting approvals shows that the request, form, entry, correction, update, change, etc.… was reviewed and approved at the proper level of authority and responsibility.

 

Human Resources:

Documentation provides credibility and shows that employees are treated fairly and consistently. Documentation improves the onboarding process. Through documentation, new employees have guides for assigned tasks, which makes them more confident when completing an assignment for the first time. Additionally, coworkers and managers can spend less time explaining how things are done.

 

Healthcare:

Documentation ensures a higher level of safety, quality of care, and helps avoid liability. By recording treatment plans and their reasoning for such, practitioners can track their patient’s progress and keep the entire team up to date, while also protecting the organization against legal proceedings.

 

Research:

Organizing notes and documenting processes enhances the validity of the work, providing research traceability. This includes giving credit or attribution to the original creator or author, making your sources accessible, enabling follow up and verification of completeness and accuracy and communicating transparency, integrity and trust, while sharing information with others in the field.

 

Technology:

Proper technical documentation ensures tasks are completed in a quality way and serves as a reference for future software and hardware updates or maintenance. It includes aspects such as coding standards and source code, testing standards and results, software architecture and solution instructions for users.

 

If thorough documentation is not maintained, consequences can include; compromised safety, potential legal action, audit findings, improper billing, lost revenue and inefficiencies for employees, therefore, it is important to understand the critical role of documentation in the workplace.

USA’s Annual Security & Fire Safety Report

All of us have a contributing role!

The safety and security of University students, faculty, staff, campus visitors, patients, etc. is the top concern of our USA Police Department (USAPD), but it is truly everyone’s responsibility to support our Police Department initiatives. Safety and security are vital in the decision-making of students and parents for where to attend college, and for prospective employees in where they will choose to work. Let’s continue to attract the best talent to USA!


The University strives to ensure transparency in reporting crime by publishing the Annual Security and Fire Safety Report (ASFSR) each year on October 1. This report contains information about security on campus; contains crime statistics for all USA campuses and properties, including USA Health facilities; fire safety and statistics for residential facilities; policy information related to sexual assault, alcohol and drug use, and missing students; personal safety tips; contact information for counseling and other available support programs; and a brief overview of the many services provided by USA. The ASFSR can be found on USAPD’s web page under “Safety On Campus” or at the bottom of every University web page.


USAPD relies on all members of the University community to support a safe and secure environment by reporting crimes in a timely manner. Community members, students, faculty, staff, and guests are encouraged to accurately and promptly report all crimes, emergencies, and public safety concerns to USAPD. To report any crime or suspicious activity, you can contact USAPD at 251-460-6312 or visit in person at 290 Jaguar Blvd.


Please familiarize yourselves with our safety and security initiatives, and consider how you can contribute to continuous improvement for our campus!

The South Compass is a joint newsletter from the Offices of
Internal Audit and Compliance at the University of South Alabama.

HELPFUL RESOURCES

Ethics & Compliance Hotline or Direct Dial 1-844-666-3569