Records Management Manual PDF - Crown Prosecution Service

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Records Management Manualhave taken place or wherethe case was discontinuedbefore trialCases that were finalised atmagistrates’ court.1 year following the final court date; orthe length of the sentence or order if thecourt sentence or order is longer than 1 year -see examples below:CasefinishesSentenceDue destroydateJuly 2007 £500 fine July 2008July 200716 months’probationNovember2008Cases that were finalised atCrown Court3 years* following the final court date; orthe length of the sentence or order* if thesentence or order is longer than 3 years -see examples below:CasefinishesJuly 2007July 2007SentenceConditionaldischarge9 yearsimprisonmentDue destroydateJuly 2010July 2016* EXCEPT CASES not classified as LTI butresulted in an Indeterminate Sentence orcategorised as a potential Double Jeopardyoffence – see below for retention instructionsPotential Double Jeopardyproceedings (see furtherguidance)Cases resulting in anIndeterminate / IndefiniteSentence that are notcaptured by LTI criteria25 years and then reviewed at Area level. (Ifthe file is no longer of operational value –destroy. Contact the RMU if the file isperceived to have continuing value)25 years and then reviewed at Area level. (Ifthe file is no longer of operational value –destroy. Contact the RMU if the file isperceived to have continuing value)Introduction - 33 -09/2008
Records Management ManualCases in which restrainingorder was made under theProtection from HarassmentAct 1997 (POHA 1997)Cases in which restrainingorder was made for anotification requirementunder the Sex Offenders Act1997 (SOA 1997)The period of the restraining order (POHA1997) or the minimum period set out forfinalised casesThe applicable period (SOA 1997) or theminimum period set out for finalised casesIf the restraining or applicable period is for anindefinite period, mark the file for destruction:○ In the year that the defendant reachesthe age of 85; or○ In the year that the sentence iscomplete, if the completion date of thesentence exceeds the age of 85Categories of case filesCases in which an orderwas made under theProceeds of Crime Act 2002(POCA)Note: The original file should beretained for the same period as thePOCA fileRetain forOrder under the sum of £1 million○ 7 years following the date of the orderor○ the length of the order if this is longerthan 7 yearsOrder over the sum of £1 million○ 10 years following the date of the orderor○ the length of the order if this is longerthan 10 yearsCategories of CorrespondenceGeneral correspondencerelating to a criminal case fileComplaint(s) relating to acriminal case fileRetain for3 years from the date of the most recentcorrespondenceReview 3 years from the date of the mostrecent correspondence by checking thecomplaints log in the Area complaints sectionIf the complaint went to third tier, check lastdate of action with HQ Correspondence UnitIntroduction - 34 -09/2008
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Records Management Manual PDF - Crown Prosecution Service

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