A paper book may contain useful habits, coordinates and transmissions accumulated over time. When the family wants to switch to digital, the difficulty is not to copy everything: it is to decide what should remain accessible, which is still up to date and where the next changes will be noted. A step-by-step transition limits the forgetfulness and avoids keeping two competing versions.
Inventory before seizing anything
Browse the notebook with the person concerned and ask him what information should continue to be used for the organisation. Sort them into three groups: information still useful, elements to be checked and old notes to be kept only if their author or parent so wishes. An entire history does not necessarily have its place in a new shared space.
You can start with the practical sections: dates to come, open tasks, useful contact information and organizational instructions that the parent wishes to send. Leave aside any information that is not necessary for the relay. If a note is ambiguous or old, do not copy it as a current instruction; ask the person who can clarify it.
Decide who can view each information
Before you migrate, define the people who will have access to the new medium and the information that the parent agrees to share with them. A note addressed to a specific relative does not automatically become information for the whole family. In doubt, check with the person concerned and limit the copy to useful items.
The public statement on the care journal stresses the interest of factual, dated and shared transmissions with the consent of the person. For a family organization, remember above all the clarity of the date, author and recipient; check separately the rules of any professional service involved.
Set a rocking date and reference point
Choose a date from which the new entries will be made in the selected digital medium. Until that date, the paper book remains the reference version. After the switchover, avoid adding updates in both media without agreed procedure. If a paper copy remains useful to a person, specify whether it is informative or if someone needs to renew it.
| Step | Action | Responsible | Verification |
|---|---|---|---|
| Inventory | Identify upcoming dates, open and coordinated tasks | Parent and close chosen | The parent validates what is taken over |
| Cleaning | Confirm Uncertain or Old Elements | Designated person | Mark "to be checked" if necessary |
| Preparation | Create selected entries and invite agreed-upon persons | Close coordinator | Check access with the parent |
| Switch | Record the reference date and stop new paper entries | Lucia | Remind everyone of the chosen medium |
| Review | Check after a few weeks that everyone finds the information | Lucie and her father | Correct the method if it is not appropriate |
Fictitious two-week transition example
In this fictitious example, Lucie and her father use a notebook near the phone. Her brother Sami lives further and wishes to consult the next commitments. The father decides what information is shared and with whom.
In the first week, Lucie and her father reread the recent pages. They keep two dates to come, a task of shopping to organize and the number of the service they already use. An old note without date is left in the notebook and is not copied. His father chooses to communicate to Sami the two dates and the task to be arranged; the family does not resume the old note which remains uncertain.
On the following Monday, Lucie creates entries in the chosen calendar, indicates the date of migration and checks with her father that the information is readable. The new changes then go through this medium. The notebook remains in the same place as archive, with a statement that it is no longer the support of the updates. The family agrees that a paper copy of the next dates will be printed if the father so requests.
This method does not require exhaustive scanning. It creates a clear starting point and leaves control of shared information to the data subject.
Treat old notes with caution
A notebook sometimes contains notes whose meaning depends on the context: a date without a year, a task already done, a written statement following a conversation or the name of a person who no longer helps. Do not mechanically convert them into active entries. Read them with their author or with the parent, then decide if they are still useful. If no one can confirm, possibly keep the notebook as an archive without making the old note a current instruction.
A good rule is to enter information with its date and status. For example, "calling the service to check the slot — to be done by Lucie Friday " is better understood than an isolated phrase such as "call Friday". When the point is set, close it or remove it from the active list. This prevents tasks already performed from reappearing in the new system.
Avoid photographing all pages easily without checking the content and recipients. An image may transmit private contact information or notes that are no longer required. The parent may choose to keep certain pages at home, destroy copies or archive them according to his/her preferences. For documents owned by a service or a provider, ask the department how to store and share them.
Avoid the traps of double capture
The main risk appears when a relative corrects the notebook while another changes the application. To avoid it, communicate the date to all participants and name a person who answers the practical questions. If someone discovers an error in the old notebook, he or she reports it to the person in charge rather than changing the archive as if it were still up to date.
Also keep a simple way to deal with uncertain information: "to be confirmed", with a name and a deadline. A date without a source or status may seem official when it is not. After a few weeks, ask the parent and relatives if the support remains understandable and accessible.
Taking stock after the first month
After a few weeks, ask each user if the information is easy to find and if the remaining paper media creates confusion. If a person does not use digital, agree to a relay or print a dated copy. If the family has entered too many details, simplify the headings. The aim is to maintain an understandable reference version, not digitize to scan.
In case of a tool change, repeat the same exercise: choose the necessary information, check the accesses, announce the date of the switch and indicate what become of the old copies. A clear transition protects the continuity of the organization while keeping the person concerned at the centre of the decisions.
The transmission model after a home visit helps define really useful information; the guide to prepare a relay between caregivers complements this reflection.
To choose a format, consult the Tribulys resource on the digital care journal. The Essential offer includes a notebook and an agenda of up to five members; the Family offer adds tasks, chat and documents. See the rates for current details.
FAQ
Should we scan all the pages in the notebook?
No. First take back the useful and validated information for the next steps. The parent may decide to keep the notebook as an archive.
What if the two versions contain different information?
Follow the agreed rule on the reference version and ask for confirmation from the author or parent before changing an uncertain entry.
Can we keep the paper book at hand?
Yes. Clearly indicate whether it is used as an archive, as a printed copy or as an active medium, and who is updating it.
Who should decide on access to digital media?
The parent concerned must participate in this decision according to their preference. Limit access to those who need to consult the shared information.
Models proposed by the Tribulys team; fictitious examples to be adapted.
Put this organisation into practice with Tribulys
Keep your care journal, shared calendar, tasks, medication tracking and emergency information together. Start for free and invite the relatives and professionals involved in your loved one’s care.