IHTM08052 - File movements: BUs
BU is the term used to describe the retrieval of a file from a
registry rack on a scheduled date. Whenever an open case is not
currently required by a caseworker it is filed in the registry rack
in numerical order.
Before putting the case in the registry rack you should
ensure that a valid BU date is noted on the file cover. This date
should be entered onto ALF (
IHTM03291). If the BU date is less than
21 days ahead ALF will not accept it, and the case will need to be
returned to the caseworker for either a revised BU date or to
retain.
There are currently 2 systems in operation for the retrieval
of files for BU. Your registry may operate either of these systems.
If the BU list system is operated your registry will undertake
periodic rack reviews to ensure all files are reviewed.
The BU list system
On a daily basis you will be provided with a report detailing the files due to be taken out from the registry rack . For each of these cases you should
- remove it from the registry rack
- check ALF , if ALF indicates there is outstanding post, this should be attached
- check the file cover, and any post attached, for whether the next action required is to be undertaken by the registry or the caseworker
- for cases requiring caseworker action change the location on ALF to the team to which the case is allocated
- take to the Dividing Desk (in Edinburgh the ‘pigeon hole’) of the allocated team
- for cases requiring registry action, put the cases to be divided among the registry staff
The Rack Review system
- on a set day each week you will look through the entire registry rack, one file at a time, checking the next applicable BU date
- pull out every file with a BU date for that week (or a missed BU date)
- separate out any files for registry work, and mark the location of these on ALF to the Registry Work Rack (Rack X)
- place the remaining files into BU date order
- day by day mark change the ALF location of that day’s files to the relevant team allocation (the W location)
- take the files to the dividing table for each team
