Records Management Manual PDF - Crown Prosecution Service

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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
Records Management ManualSending Long Term Interest Case Files To The Records ManagementUnit (RMU)TEDRMSWhen to perform this procedurePerform this procedure when action on a Long-Term Interest File (LTI) is complete (seeLong-Term Interest file Criteria).The Procedure1. Locate the case file.2. Obtain standard 14 cm boxes (code: 020 9200).3. If you are in an Area, obtain and complete a Long Term Interest File Certificate –Area or if you are in HQ obtain and complete a Long Term Interest File Certificate –HQ.4. Place the original Long Term Interest File Certificate on top of the case file.5. If the documents within the file are not already in date order, arrange the documentsin date order (oldest at the back).6. If case is thicker than 12 cm, break the case down to 12 cm bundles and complete aFile Continuation Sheet for each bundle.7. If there is a photograph album related to the case file○ Write the reference number and lead defendant’s name on the album coverand on the envelope which will contain it;○ Place photograph album in the envelope;○ Place envelope securely in the file using a treasury tag.8. If there is an audio/video tape related to the case file, send the original to the police.9. If the file contents occupy more than five boxes, index the case file contents.10. Place case file and/or bundle(s) into standard 14 cm boxes.11. Destroy spare copies and draft documents.When destroying draft documents and spare copies, you should shred or tear thedocuments and dispose in restricted waste sacksConfidential, Secret & Top Secret material should be destroyed by using SecurityEquipment Assessment Panel (SEAP) approved equipment and methods (i.e. shredding,incineration, and disintegration).Further information can be found in the CPS Security Manual: Destruction ofProtectively Marked Material and in the Handling of Protectively Marked Materialleaflet “A Guide for CPS Staff”.12. Seal standard boxes using either Banner packaging tape (code: 931 0021) or ClosureTape (code: 931 0023).Introduction - 26 -09/2008
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Records Management Manual PDF - Crown Prosecution Service

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