Other mistake: When Ruby is signing onto America Online to check her mail you hear the dial-up sound before she even clicks on the sign on button.
Other mistake: In the scene where Ruby is writing her parent's lawyer an email, there are no cables connected to the computer she's using, and still she's able to get online. She can't be using an airport, because then you wouldn't get the dialling tone.
Other mistake: When Rhett sees Terry coming up from the car accident that he was in and tells Ruby, she jumps in the front seat of the car. The car is in park, but she moves the lever up, which would mean the car was in the drive position already.
Answer: The first time the information was written down was more than likely when Alvin Begleter (the trust attorney) initially contacted the Child Services rep, as it was through him that she found out about Ruby and Rhett's situation in the first place. At the time, the social worker would have written down what Mr. Begleter was telling her so that she could a) have something to refer to when she later visited Ruby and b) so that she could compare the two versions to make sure there were no discrepancies between the story she got from the attorney and the version from Ruby.