Records Management Manual PDF - Crown Prosecution Service

Records Management Manual● The file must have a title that consists of the following elements:DepartmentStandard Subject ListSubject– e.g. Records Management Unit– e.g. Information Management– e.g. SecurityPolicy Directive issued YYYY – e.g. Policy Directive Issued 2002For example:Records Management Unit – Information Management – Security – PolicyDirective Issued January 2002.● Each directive that is kept in a file should be numbered and an index of contentsmaintained in the file.● When a directive is cancelled, mark the file with the word “Cancelled”, the cancellationdate and cross-reference the file to the cancellation notice.● If a directive is an item in a publication (e.g. Inform), annotate the copy of the item withthe publication details (e.g. Inform No 25 of 1994) before filing.● Policy directives files should be destroyed in accordance with the RetentionSchedules for Administrative Files.Circulars, Notices and Publications● Circulars, notices, and publications (e.g. Inform, CPS Journal) should be kept in a fileowned by the Unit responsible.● The file must have a title that consists of the title of the circular, notice, or publicationand the dates of issue. For example:CPS Journal: Reference Copies: 2002● Circulars, notices, and publications registered files should be destroyed in accordancewith the Retention Schedules for Administrative Files.Publicity material● Copies of publicity materials should be kept in a file.● The file should contain the following:○ A copy of the publicity material;○ Drafts sent for clearance;○ Significant working papers;○ Signed issue authorisation.● Publicity material files should be destroyed in accordance with the RetentionSchedules for Administrative Files.Forms● Communication Division (Corporate Communication Team) should maintain forms thatare not temporary or have local interest. This includes any forms that are included inthe National Forms Register (NFR).Introduction - 60 -09/2008