Records Management Manual PDF - Crown Prosecution Service

Records Management ManualFiling Paper-Based Administrative DocumentsThis policy will be reviewed and expanded when the new EDRMS system is in place.When to perform this procedureWhen you have received or created a document that needs to be stored as a record andfor which there is a suitable administrative file.The procedure1. Obtain the appropriate file or file part.2. Write at the top right corner of the first page of the document its Document Number,which is the next sequential number of the immediately preceding document.3. Circle the Document Number.4. If the document:○ Can be hole-punched, punch the document;○ Cannot be hole-punched, place in an envelope and punch the envelope;○ Contains enclosures, number the enclosures in the format ,Enc. (e.g. 1, Enc. 1A, Enc 1B etc).5. Place the document/envelope (with any enclosures) on the right-hand side of the file.Ensure that the document/envelope and enclosures are securely placed using a treasurytag.6. Index the contents in the file (see Indexing A Document In An Administrative File).7. Place the file in the active/current filing area.LinksIndexing A Document In An Administrative FileIntroduction - 50 -09/2008