Preparing And Sending Documents For Storage (AG)

To prepare and send claims and correspondence for storage, consider steps 1 - 18 below. The guide is presented as follows

Preparing correspondence for storage	Steps 1 - 8
Manually captured claim forms (TC600 / TC600A)	Steps 9 - 13
Manually captured Annual Declarations (TC603D)	Steps 14 - 18

Note: Manually captured claims, manually captured Annual Declarations and correspondence is transported to the external provider using A2 size yellow polylopes. These can be obtained by contacting the TCO Distribution Unit (This text has been withheld because of exemptions in the Freedom of Information Act 2000)

Preparing correspondence for storage

1	If the item that you are sending to storage is A manually captured claim form (TC600 / TC600A), go to step 9 A manually captured Annual Declaration (TC603D), go to step 14 Anything else, go to step 2
2	Complete the referral to storage form MS164 with the following details for claimant 1 Note: Form MS164 is available on the CBO / TCO site on the 'Service' Forms Page NINO Surname Initial Tax Year Note: This information will be used by the storage provider to index every document And in addition to the claimant 1 details, the following is also required Retention period. These periods are not yet defined, so please enter 1 in this field Name / Team / Group / Location Then Click on the [Print] button Notes: The form will not print unless all fields are correctly completed Any correspondence sent without form MS164 or with any details incomplete will be returned to the sending office for corrective action Do not send any documents to storage with a temporary tax credit reference on them. This also applies to form MS164 Under no circumstances should this form be completed or amended by hand either before or after it has been printed out as the scanning equipment used cannot read amendments made to the form by hand Please do not disable the macros when completing this form as this leads to a misalignment of the form and the scanner is then unable to read it
3	Staple the completed form MS164 to the correspondence at the top left hand corner where indicated
4	Enclose the correspondence with form MS164 in an A5 sized clear backed plastic wallet with the form facing outwards
5	Place the plastic wallets into small bundles and hold together using an elastic band. This is to ensure that correspondence does not become loose during transportation
6	Pack 200 (approximately) plastic wallets containing worked correspondence into each polylope
7	Complete an A4 sheet of paper, clearly labelled with the Name of the team sending the correspondence Name of the building where the team sending the correspondence is located And The date you are sending the items For example Group 1, Unicentre (in line with weed schedule if appropriate) Centre 1, East Kilbride (Enquiry Centre / Contact Centre) Place this into the polylope containing the correspondence and seal Then Place this polylope into another polylope and seal (double bagged)
8	When packed, address the polylopes using a permanent marker to Iron Mountain (This text has been withheld because of exemptions in the Freedom of Information Act 2000)(This text has been withheld because of exemptions in the Freedom of Information Act 2000) Note: If you are an office outside of TCO, ensure that the polylopes are sent to Iron Mountain using Hayes DX Parcel Services Track and Trace Service Take no further action

Manually captured claim forms (TC600 / TC600A)

9	Write the Tax Year of the claim in the very top right hand corner above the green heading Fold the claim form in half and place in a clear backed A5 sized plastic wallet Make sure the tax year and the claimant’s personal details are clearly visible and if during manual capture Incorrect or incomplete personal details were provided on the claim form, but the correct or full details have been traced. Complete a copy of the front page of form TC600 with the matched or correct NINO Surname Initial And Tax year Then Staple this to the front page of the claim form (top left hand corner) and place in a clear backed A5 plastic wallet
10	On a daily basis place the plastic wallets into small bundles and hold together using an elastic band. This is to ensure that the claims do not become loose during transportation
11	Pack 200 (approximately) plastic wallets containing manually captured claims, forms TC600 and TC600A into each polylope
12	Complete an A4 sheet of paper with the following HMRC Netherton OSU or name of office completing the manual capture And Date of capture Place this into a polylope containing the manually captured claim forms and seal Then Place this polylope into another polylope and seal (double bagged)
13	When packed, address the polylopes using a permanent marker to Iron Mountain (This text has been withheld because of exemptions in the Freedom of Information Act 2000)(This text has been withheld because of exemptions in the Freedom of Information Act 2000) Note: If you are an office outside of TCO, ensure that the polylopes are sent to Iron Mountain using Hayes DX Parcel Services Track and Trace Service Take no further action

Manually captured Annual Declarations (TC603D)

14	Fold the Annual Declaration form TC603D in half and place in a clear backed A5 sized plastic wallet Make sure the claimant’s personal details are clearly visible
15	On a daily basis place the plastic wallets into small bundles and hold together using an elastic band. This is to ensure that the Annual Declarations do not become loose during transportation
16	Pack 200 (approximately) plastic wallets containing manually captured Annual Declarations into each bag
17	Complete an A4 sheet of paper with the following HMRC Netherton OSU or name of office completing the manual capture And Date of Capture Place this into the polylope containing the manually captured annual declarations and seal Then Place this bag into another polylope and seal (double bagged)
18	When packed, address the polylopes using a permanent marker to (This text has been withheld because of exemptions in the Freedom of Information Act 2000)(This text has been withheld because of exemptions in the Freedom of Information Act 2000)(This text has been withheld because of exemptions in the Freedom of Information Act 2000) Note: If you are an office outside of TCO, ensure that the polylopes are sent to Iron Mountain using Hayes DX Parcel Services Track and Trace Service

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