Records Management Manual PDF - Crown Prosecution Service

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Records Management ManualClosing Administrative Files And PartsThis policy will be reviewed and expanded when the new EDRMS system is in place.When to perform this procedurePerform this procedure● When action on a file is complete;● When the part is 4cm thick and a new part needs to be opened;● Annually, if the file relates to a continuing business function.When a file or file part is closed, do not add any new documents to the closed file or filepart.The procedure1. Locate the file jacket.2. Ensure that the document with the most recent date representing the last actionrecorded on the file is on the top.3. If the file needs to be destroyed in less than five years, insert the number of years inrow 1 of the box at the foot of the file jacket, then sign and date it.4. If the file needs to be retained for five years, sign and date the “Consider at firstreview” row in the box in the front at the foot of the file jacket.5. Archive the file (See Archiving Administrative Files).6. If the file is a Long Term Interest File (see Long Term Interest Criteria forAdministrative files), sign and date the ‘Retain for second review’ row in the box atthe foot of the file jacket.7. Send the file to the Records Management Unit (RMU), (see sending Administrativefiles to the RMU).8. If an indexing system is used (currently HQ only)○ Select the file and the part number that you want to close;○ Update the indexing system with the file’s closed date, storage location, filestatus and box number;○ If the Closed Out status is used (e.g. in the ReMs system), then type the datethat file was returned to the user.Closed Out: means that a file is closed and it is returned to the owner.Closed In: means that a file is closed and is stored on behalf of a user.See Retention Schedule for Finance Files, Retention Schedule for AdministrativeFiles, and Retention Schedule for Personnel Files for more detail.LinksRetention Schedule For Administrative FilesRetention Schedule For Finance FilesIntroduction - 63 -09/2008
Records Management ManualRetention Schedule for Personnel FilesArchiving Of Administrative FilesLong Term Interest Criteria –Administration/Policy FilesSending Administrative LTI Files to the Records Management Unit (RMU)Introduction - 64 -09/2008
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Records Management Manual PDF - Crown Prosecution Service

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