Records Management Manual PDF - Crown Prosecution Service

Records Management ManualClosing Case FilesTEDRMSWhen to perform this procedurePerform this procedure when an action on a case file is complete and the relateddocuments need to be placed back in order.The Procedure1. Locate the case file.2. Destroy surplus copies of documents (e.g. jury copies of exhibits) which are attachedto the file but they are not in the file.Check destruction arrangements with your local Area Business Manager, as differentarrangements exist within areas.3. When a document is misfiled, remove the document and re-number remainingdocuments in the file. (See Removing A Document From A File).This step is an exception as misfiling and removing documents is not routine.4. Return original exhibits, and copy tapes to the police.Tapes relating to police complaint cases should be returned to the police via the CPSarea that had initially dealt with the case.Check storage and control arrangements of tapes in child abuse cases with your localArea Business Manager.5. If the case file is a Long Term Interest File (see Long Term Interest File Criteria),send the case file to the Records Management Unit (RMU) (see Sending Long TermInterest Case Files to the Records Management Unit (RMU)).6. If the case file is not a Long Term Interest File, mark the file with a destruction dateand retain for a pre-defined period (see The Criminal Case Files RetentionSchedule or the Casework Directorate Retention Schedule if you are in aCasework Directorate).Check storage arrangements with your Area Business Manager. Depending on storagearrangements case files should be either put into boxes for off-site storage marked with adestruction date, or kept on-site in destruction date order.LinksRemoving A Document From A FileNational Long Term Interest Criteria – Criminal FilesSending Long Term Interest Files To The Records Management Unit (RMU)Introduction - 25 -09/2008