FOR CARE HOME OWNERS AND REGISTERED PROVIDERS IN ENGLAND

Built for the Owner. Designed for the Manager.

When your manager reports an issue resolved, see the evidence behind it.

Because “we did it” and “it worked” are two completely different claims.

The Care Improvement Record™ Office Vault gives your home a repeatable physical governance system that connects each recorded concern to its action, later check and supporting evidence.

Your manager receives prepared checks, practical working controls and verification records.

You receive a documented case history you can follow—and a clear view of what still needs your attention.

£495 one-off. One assembled Office Vault and laser-engraved metal USB for one care home.

VIEW THE COMPLETED WORKED EXAMPLE (PDF, opens in a new tab)

Navy Care Improvement Record Office Vault shown open and closed with its metal credit-card USB — Illustrative product mockup. One binder supplied.

See what supports “action completed”.

A staff briefing has taken place. A procedure has changed. A new form has been introduced.

Those actions matter.

As the owner, you also need to know what happened afterwards.

Was the change used on the relevant shifts? Did it address the original concern? What did the later check find? Where is the evidence supporting the decision to close the action?

The Office Vault makes those questions part of the working process.

A case remains OPEN until its verification requirements are met. Failed checks stay in the history, with the next action assigned and dated.

The difference between recording activity and verifying a result

Unverified action	Verified evidence
“Staff have been reminded.”	The briefing is recorded, followed by a dated check of whether the instruction is being followed.
“The new form is in place.”	Records show the control being used, with the relevant sources identified.
“The feedback has been dealt with.”	The response, promised change and subsequent outcome are documented.
“The action is complete.”	A separate authorised verifier has examined the supporting evidence and recorded the decision.
“The problem is resolved.”	The case shows what improved, the scope checked and who is responsible for the next review.

A completed task records activity. A verified result supports the decision that follows.

Built for the work between inspections.

Whether your home is maintaining a Good rating, strengthening established systems or addressing inspection findings, the need for current oversight continues.

Care needs change. Staff change. Managers change. An improvement that worked previously still needs appropriate follow-up.

The Office Vault gives your team a consistent way to record that work as it happens.

CQC states that most inspections of care homes and nursing homes are unannounced. Keeping governance evidence current and retrievable supports preparation throughout the year. CQC inspection guidance

Use the Vault to support everyday governance and the evidence requested during inspection.

One case history from the original concern to the verified result.

The Office Vault provides a common structure your team can repeat.

1. Establish the actual gap

Use the relevant prepared check to identify what failed, which records or people are affected, and what result needs to be demonstrated.

2. Put the practical control into use

The working fields are supplied. Record the change, name the person responsible and set the follow-up date.

3. Check what happened afterwards

Examine the relevant records, practice or people’s experience after the change has had an opportunity to work. Record the result and the exact source of its evidence.

4. Verify before closing

A different competent, authorised person checks the supporting evidence. Both people sign. Missing proof or an unsuccessful check keeps the case OPEN.

5. Retain the history and the next review

Keep earlier decisions and failed checks together. Record the next review, responsible person and due date. Reopen the same case if the problem returns.

The history shows what was attempted, what was checked and what supported the final decision.

Know where your attention and authority are needed.

The owner review brings forward:

Unresolved risks.
Overdue actions and reviews.
Failed rechecks and returning problems.
Missing or unreviewed checks.
Decisions requiring owner authority or resources.

You can select source evidence to examine and follow the case behind the progress being reported.

Where support is agreed, the record distinguishes the decision from its delivery—and provides for checking what happened afterwards.

You can see what has been verified, what remains unconfirmed and what requires your decision.

Keep the working history when the people change.

A departing manager should leave a record another authorised person can follow.

The Office Vault provides named cover arrangements, current actions, evidence locations and dated case histories.

An incoming or interim manager has a route to:

What was identified.
What has already been tried.
Which checks failed.
What remains outstanding.
Who owns the next step and when it is due.

A prepared manager-absence trial is included so your home can test whether those arrangements work locally.

The documented history remains available as responsibilities change.

The preparation is already supplied.

Your manager starts with the record-selection instructions, check questions, working-control fields and verification requirements already written.

Five governance packs address specific recurring gaps:

Actions closed without proof

Check whether completed actions have evidence of a later result before accepting closure.

Conflicting care records

Check that authorised updates reach the records and shifts affected.

Feedback without a traceable response

Follow the response, promised changes and subsequent checks.

Repeated problems missed by audits

Compare recurring concerns with what the audit process identified.

Missing, inaccurate or insecure records

Check required records, authorised access and actual retrieval.

Each pack includes the initial check, practical working control and later verification sheet.

The wider architecture connects these packs to TODAY, the evidence finder, audit coverage plan, owner review and numbered case histories.

Your team supplies the home-specific facts and actual evidence. The process for checking and recording them is prepared.

Inspect the method before you buy.

The supplied fictional example follows actions that had been marked complete.

A recheck found an unowned handover task. The case stayed OPEN, exposing an unfinished job that could then be assigned and followed up.

Further action, later records and resident feedback supported the subsequent verification. The unsuccessful check remained in the history, and the next review stayed assigned and dated.

You can inspect that sequence before deciding whether the system belongs in your home.

Fictional verification record with separate auditor and Registered Manager verifier sign-offs

VIEW THE COMPLETED WORKED EXAMPLE (PDF, opens in a new tab)

The example is fictional and demonstrates the method. It is not a customer result.

A complete physical Office Vault, assembled for use in your home.

Heavy-duty 50mm Navy A4 Maxi Binder

A defined place for the live governance record, working packs and documented case histories.

Extra-wide Mylar dividers

Section tabs remain visible beyond the protective sleeves. The physical sections correspond with the numbered USB folders.

Glass-clear 80-micron sleeves

Working sheets and reference pages remain visible within the indexed record.

120gsm matte printed records

Prepared working pages supplied as part of the assembled physical kit.

Laser-Engraved Brushed Metal Credit-Card USB Drive

Contains editable Word masters, matching print PDFs, the complete binder print master, fictional worked examples and prepared handover trials.

Every working sheet identifies its matching USB file for a blank replacement.

Keep the masters. Adapt them within your licence. Reprint working copies as your record grows.

Choose the licence for your organisation.

Single-Home Office Vault

£495 one-off

Includes:

One assembled physical Office Vault.
One laser-engraved brushed metal credit-card USB.
Prepared governance checks and working controls.
Live action, owner review and case-history records.
Editable Word masters and matching print PDFs.
Fictional worked examples and prepared handover trials.
Internal editing and reprinting rights for one care home.

Your manager completes the local details and approves the operating routine.

Practical questions before you order.

We already have audits and care software. Where does this fit?

Keep your existing records and audits as the evidence sources.

The Office Vault provides a common route from a finding to its action, later check and verification. Where an existing control already does the job, link it rather than create another live version.

Confidential source records remain in your authorised systems.

Our home is rated Good. Is this relevant?

The system supports continuing oversight as people, responsibilities and care needs change.

It gives your team a repeatable way to check reported improvements, retain the evidence and keep follow-up visible between inspections.

Does it arrive personalised for our home?

The checks, instructions and working fields are prepared. Your manager enters the local details, names the responsible people, identifies evidence locations and approves the routine.

Your team records your home’s actual findings and results.

Does it cover every audit our service requires?

This edition focuses on Regulation 17 governance. The Audit Coverage Plan links the wider specialist audits applicable to your home.

CQC’s Regulation 17 guidance covers effective governance, monitoring quality and risks, maintaining records, acting on feedback and evaluating whether governance systems work. The Vault supports the recording and follow-through of that work. CQC Regulation 17 guidance

Are there ongoing charges?

There is no subscription or activation fee from the Care Improvement Record.

Use software that opens Word documents and PDFs. Your home arranges printing for replacement copies; group buyers also supply additional binders.

Created for clear provider oversight and practical daily use.

I’ve worked in care and SEND for over 20 years.

I created the Care Improvement Record to connect the original concern, the action taken and the evidence behind the result—giving owners and managers a working record they can examine together.

Robin Roodenburg
Creator, Care Improvement Record™

Make the next completed action one you can follow back to its proof.

Give your manager the prepared process.

Give yourself a documented route from the original concern to the verified result—and a clear view of what still needs attention.

Care Improvement Record™ Office Vault

Built for the Owner. Designed for the Manager.

£495 one-off for one care home.

VIEW THE COMPLETED WORKED EXAMPLE (PDF, opens in a new tab)

Independent product for care homes in England. Supports Regulation 17 evidence; compliance and inspection outcomes depend on the home’s actual practice and evidence.