IHTM02086 - Communications: General instructions: file weeding
Files are easier to read if uncluttered, and storage is reduced
if their bulk is kept to a minimum. You should ensure that
documents in files are arranged in a logical and chronological
order and that unnecessary items are removed from the file.
Any weeding should take place as the case progresses, so
that there is no burden on the person closing the file later.
Where there is any doubt about whether an item is
appropriate to weed (for instance if there is no other audit trail
to show what has happened) you should retain it. Any item of post
received from a taxpayer or other part of the department could be
selected for post monitoring, or the file might be selected for a
quality review. If there is no audit trail an item of post might
fail the post turnaround survey or the action taken could be
unclear, so you should ensure that a suitable Compass note is made
or other audit trail is left.
PC&S death files
There is no need to maintain a balance between disposing of
redundant paperwork and retaining information that may be required
at a later date. Many PC&S matters are noted on Compass or held
in other areas of the Department, so retention of paperwork does
not add any value. Caseworkers should remove the following
documents, as the case progresses;
- VOA1s when the District Valuer's final report has been received (but not VOA2)
- Sage printouts
- Old calculations (not grossing, interaction or manual templates)
- Receipts from deposits, but not those to be forwarded to parties
- VAL 70s once value is settled
- Duplicate letters and faxes
- Parties acknowledgements where no additional information received
- Accounts for unquoted company shares (not sole trader/partnership), once sent to SV (send originals to SV without taking a copy)
- SV paperwork once values settled
- Chattels valuations once valued agreed
- Informal internal notes where no added value
You should incorporate checks on the weeding process as you undertake progress reviews. Any concerns should be fed back to the caseworker concerned.
