Records Management Manual PDF - Crown Prosecution Service

Records Management ManualOrganising Documents Into Administration FilesThis policy will be reviewed and expanded when the new EDRMS system is in place.The policyAll documents, correspondence and information that support a Unit’s functions should beheld in an administrative registered file to which an index must be maintained.Principles● An administrative registered file can contain documents that relate to any of thefollowing:○ Incoming correspondence relating to the function of CPS (exc. Advertisingliterature);○ Copies of outgoing correspondence relating to the functions of the CPS;○ Reference copies of information relating to projects and meetings thatproduced policy decisions, procedural or structural changes or undertaking;○ Reference copies of manuals and directories;○ Reference copies of CPS publications, circulars, films and publicity material;○ Reference copies of financial management information;○ Reference copies of budgetary information;○ Reference copies of any other document recording, supporting or providingbackground to an action of, or decision or undertaking by, the CPS;○ A full set of papers relating to the Department’s interest in, or submissions to,Royal Commissions, enquiries etc;○ Accounting documents.● The decision process as depicted in the “Deciding Whether to File a Document OrNot” flowchart should be followed when a document is received.● Each administrative file must have a Theme and Sub-Theme. The Standard SubjectList should be used to select the Theme and Sub-Theme of the administrative file.● Each administrative file must have a title describing its contents as accurately aspossible.● Documents that are received in electronic format should be printed out and placed inthe appropriate administrative file (these can be kept in electronic format if necessary,but in addition to – not instead of – the paper copy in a registered file).● Drafts, copies and working papers should be destroyed as soon as possible.● The following types of documents should NOT be held in an administrative file:○ Documents marked “Do Not File”○ Working documents unless they materially contribute to the information held ina registered file;Introduction - 41 -09/2008