Records Management Manual PDF - Crown Prosecution Service

Records Management Manual● Areas that have the need for a new form should contact the Communication Divisionat HQ to determine whether a suitable form exists.● All already existing and newly created forms should be given a unique referencenumber.● If details relating to a living individual user are entered on the form, these must complywith the requirements of the Data Protection Act. In particular:○ The form must make clear the purpose for which the information is to be used;○ The information must only be used for that purpose;○ The information requested must be adequate, relevant and not excessive inrelation to that purpose.● National CPS forms must be kept in a file maintained by the Communication Divisionat HQ.● The file should contain:○ Copies of the current and previous editions of the form;○ Working papers showing stages of development;○ The reasons for the creation of the form.● Communication Division at HQ maintain the National Forms Register. The registerincludes the following details for each form:○ Purpose;○ Owner;○ Issue date;○ Cross-reference to the system the Form supports.● Form files should be destroyed in accordance with the Retention Schedules forAdministrative Files.● Films that created by or on behalf of the CPS (e.g. training videos) should be sent tothe DRO.● When sending a film to the DRO, you should provide:○ The Unit that has sponsored the creation of the film;○ The title of the file;○ The Subject matter;○ The Date of production;○ The audience that the film is intended to;○ Anything else that is of particular interest.Introduction - 61 -09/2008