Records Management Manual PDF - Crown Prosecution Service

Records Management ManualStoring All Registered FilesThis policy will be reviewed and expanded when the new EDRMS system is in place.The PolicyRegistered files (administrative or case files) that are active should be stored as close aspossible to the person responsible for registering the file.Registered files that have closed should be stored outside the working office space(e.g. in a secure basement or other space that is of limited use) or in an off-sitemanaged storage.Principles● Registered files must not be stored in desk drawers where they are not available toother users.● Registered files should be stored “laterally” (i.e. side by side on a shelf) in cupboardspreferably shutter-fronted.● Filing cabinets should be avoided but where such storage equipment is used and it isin a good condition it should not be replaced. However, where there is a need forreplacement, shutter-fronted cupboards should be purchased.● Magistrate’s Court files should be stored in hearing date order. If large numbers offiles are stored for a specific date, these files should be sorted alphabetically in orderof the defendant’s surname.● Crown Court files should be stored in a file reference number order.● Other registered files may be sorted:○ Functionally;○ Chronologically;○ Geographically.● When a registered file is removed from the shelves it should be replaced by a marker(tracker or absence card) on which the name of the person holding the file and thedate removed are recorded. Some case tracking systems have the facility to recordthe location of cases files. These systems are used as an alternative to absencecards.● Registered files must be returned to the shelves as soon as work on them iscompleted.● You should undertake a thorough audit of the filing system every six months to ensurethat:○ Registered files are put away in order;○ Closed registered files are not stored with current/live files;○ The tracker (absence) card or computerised system is being operated.● The findings of the audit report should be reported to the Head of the Unit.Introduction - 12 -09/2008