IHTM08060 - File movements: post

Each day post is delivered to the registry by the post room. You will need to sort this into the following categories

• Post to be dealt with by the registry
• Post to be attached to files in the registry rack (A)
• Post to be attached to files in the day rack (W)
• Post for files not in the registry rack
• CAP 8 form requesting a file from your work area
• Post not requiring a file

Top - Post to be dealt with by the registry

If you receive a letter that is no more than an acknowledgement to our correspondence and the file is in the registry rack, you should file the correspondence and return the case to the registry rack. For Payment Registrations see IHTM08052. For all other post

Top - Post to be attached to files in the registry rack (A)

Where the file is held in the registry rack (rack A) and you receive a piece of post that requires action, you should

• retrieve the file from the registry rack
• attach the post
• relocate the file on ALF ( IHTM03291) to the relevant team
• take the file to the dividing table for that team

Top - Post to be attached to files in the day rack (W)

Where the file is held in one of the team day racks (rack W) and you receive a piece of post that requires action, you should

• retrieve the file from the registry rack
• attach the post
• if necessary change the coloured tab ( IHTM08062) attached to the file
• return the file to its original location in the rack

Top - Post for files not in the registry rack or day rack

You will need to

• check the file location on ALF
• record the file allocation and location in pencil on the piece of post
• if the file is located with a caseworker take the post to the caseworker
• if the file is located in Cashiers add a connector on ALF and put the post into the Connector tray to await the file’s return
• if the file is located in any other section send the post to that section

Top - CAP 8 form requesting a file from your work area

You will need to

• identify the current location and date from ALF
• if the file is in the registry rack, retrieve it
• if the file is with a caseworking team, go to that team to retrieve it, or hand the CAP 8 to the caseworker if the file cannot be released immediately
• relocate the file on ALF to the person requesting it
• if the request is urgent and the person requesting it is in the same building as you, take the file by hand to the person requesting it
• if the request is not urgent or the person requesting it is not in the same building as you, put the file into the Post Out tray

Top - Post not requiring a file

If the post is marked personal or confidential take it to the desk of that person, without opening it.

If the post is addressed to a specific person, check if it relates to a file and attach it as with any other post.