7.2.2 Filing and Archiving

To be undertaken Monthly
To be undertaken Annually
Archiving - Admin
Final warnings - Archiving - Admin
Final warnings - Archiving - Caseworkers

1. To be undertaken Monthly

Closed case files are checked by the information Manager with the caseworker on yois. Files are then given to admin to check and update on carefirst if necessary.

Admin then label and file the closed files alphabetically into the lateral suspension filing cupboard on the right in the photocopying room. The suspension file is labelled clearly with y.p. Name and date of birth.

Lac files should be clearly marked on the name strip in pink (this identifies a LAC file when Archiving is done - see below)

Caseworkers to give files to admin when closed

Files should not have victim/cps/or police information in them ( if they have - give back to caseworker for editing )

Check YOIS for start and closed dates in career window (if not closed give back to caseworker) enter dates on label on front of file (in pencil)

(labels can be found in shared/admin/admin keep out/archiving)

Check on Carefirst for known or *Looked After Episodes (Looked After = *LAC )

if not known go to 5
if known or *lac continue as below:
- Open relationship window in carefirst from clipboard screen
- Right click in bottom grey margin choose relationship
- Tick history box (to view other relationships - if a yot relationship is still open it must be closed using the closed date from yois) go to 5
- If a new relationship is to be added proceed as below:
Click add

Choose relationship from drop down arrow (choose the relationship team )
Click organisation - enter 'yot '
Note the start and closed dates of the intervention (use dates from yois for start and close)
Put caseworker name/s in notes and tel extension number
Close screen and save

N.b. *these files must be archived (kept) until person is aged 75yrs

Fill in details on front of file on carefirst label, put carefirst reference number on label in relevant field (this is the second label on the file path above)

File the files alphabetically by surname in filing cupboard on right - in photocopy room - set up new lateral filing sling if necessary

(if lac mark spine label with pink highlighter)

2. To be undertaken annually

At the end of November all files of y.p. over 18yrs old are archived (i.e. Removed from filing cupboard, listed and stored into numbered boxes on top of filing cupboards (for 2 years) in photocopy room)
Lac files are listed into separate boxes to non lac files (because they are archived for a longer period)
Lists of archived files are kept in black archives file (hard copy) in admin office and on an excel spreadsheet (shared drive/admin/admin keep out/archiving) folders are named by year, each spreadsheet has tabs across the bottom to denote types of files. The box number is at the head of each list as are archive details.

(Any requests for removal of archived files must be made to admin - and will be recorded on the excel spreadsheet i.e. Name of caseworker, date taken out, reason for removal and date returned)

3. Archiving - Admin

Annually - November

N.b. if a file does not have a label on the front cover or the label has not been completed - refer to Section 2

Starting at beginning of alphabet check dates of birth on spines of lateral files in the right hand filing cabinet in the copier room
Take out all files of y.p. over 18yrs old,
Keep lac and non lac files separate, this should be noted on the front of the file (and pink highlighter on the spine of the suspension file)
Remove paperwork from file and take out any cardboard, paper clips, plastic, staples and other non paper materials
String paperwork onto treasury tags
Go to - (shared/admin/admin keep out/archiving/archiving list/and the year you are working on). You will need to open the relevant tab (known as a worksheet) across the bottom of the spreadsheet i.e. Lac, rails, tact, etc
Start a new section on the worksheet, making sure you have copied the three header lines coloured in yellow and turquoise, list the files as per the headings and sort by ascending alphabetical order, enter the year of destruction (guidance for this is in the finance cabinet in admin room top drawer/archiving print this list and put in box
Print numbered label for box using next ascending number (labels can also be found in shared-archiving as above) attach this to the box by folding the edge of the label over the short side of the box so that the number shows once the box lid is in place, do not write on the boxes or use staples or sellotape (these are not archival materials)
Try to fit as many files into a box as possible (ascending order starting at base of box to top)
Store box on top of filing cupboards in copier room. (please never do this alone - always work in pairs and ask for assistance).

Notes	do not write on boxes
	do remove all metal, plastic, and card
	If in doubt about any part of this process please ask your office Manager or another member of admin

N.b. (remember lifting & handling - if you have any problems do not lift on your own, request the assistance of another member of Staff do not lift boxes if you suffer from any strain injuries)

These boxes will be kept for 2 years at the yot offices and then sent to newhaven for final archiving and *eventual destruction. Newhaven will send a list of archive serial numbers relating to the files (for use in the retrieval of files) these need to entered onto the spreadsheet. ( info for Newhaven and ordering of new boxes is in finance filing cabinet, top drawer, archiving)

4. Final warnings - Archiving - Admin

Case worker returns closed files to admin (after information Manager has checked they are completed)
Put closed date on final warning register (shared/yjustice/preCourt/registers/f.w.register)
Remove front sheet and paperwork from cardboard file
Staple paperwork together
Put in boxes

5. Final warnings - Archiving - Caseworkers

Final warning files should be checked with the information Manager for completion, then given to admin for archiving

Paperwork should not contain any victim info or CPS info

Paperwork is then boxed up and filed in police yot office (kept for 2 years and then destroyed)

Please see admin if you need to look at an old f.w.file

( if paperwork is taken away a note will be made of who has the paperwork and will be marked off when returned)