Subject Access Request: Printing The Computer Records (AG)

To print out computer records for a Subject Access Request (SAR), consider steps 1 - 8 below. The guide is presented as follows

Initial action	Step 1
Print the screens	Steps 2 - 7
Store the print outs	Step 8

Initial action

1	Select the earliest SAR by checking the earliest target date from the SAR database that needs printing Note: The SAR printing must be done in strict date order Then Go to step 2

Print the screens

2	Select the earliest dated SAR request from the designated filing area Note: If the SAR request has a household breakdown anywhere in the award, make sure the relevant claimant details are blanked out. An example of this is if the award was a joint claim, then the household broke down. Ensure all details are blanked out for the claimant that has not made the SAR request from the date the household breakdown occurred Use Function VIEW APPLICATION Enter the claimants NINO in the Key Entry Data screen Select the All checkbox Click on the [OK] button. You will be taken to the Select Application screen Click on the first award to highlight it Click on the [OK] button. You will be taken to the Select Application Version screen Click on the first version to highlight it Click on the [OK] button. You will be taken to the Application Summary screen Print the screen Repeat this process for every version of the claim Then In the Application Summary screen Select ‘Select’ on the toolbar menu Select ‘Select Application’ from the options available. You will be taken to the Select Application screen Repeat the process for each claim received Note: If the option to screen print is not available, you must copy and paste each screen into a Word document and then print the pages Store the print outs behind the SAR cover sheet Then Go to step 3
3	Check each version to see if any changes have been made. To do this In Function VIEW APPLICATION, go to the Select Application Version screen Check the Area of Change column for an indication of any changes that have been made If no changes have been made, go to step 4 If changes have been made Click on the appropriate award to highlight it Click on the [OK] button. You will be taken to the Application Summary screen Select ‘VH’ on the toolbar menu. You will be taken to the Applicant 1 screen Print out the page and then click on the [Continue] button to go to the next screen and then print out that screen. Repeat for all the screens On the Applicant 1 screen, repeat this process for all children and a partner, if applicable by selecting ‘Ch’ and ‘AP2’ on the toolbar menu and printing out all the screens Note: If there is more than 1 child, click on each child and print the details Return to the Applicant 1 screen and repeat this process for all versions that indicate a change has been made by clicking on the [Versions] button and printing out all the screens Note: If the option to screen print is not available, you must copy and paste each screen into a Word document and then print the pages Store the print outs behind the SAR cover sheet Then Go to step 4
4	Use Function AMEND APPLICATION choosing the Correction option Enter the claimants NINO in the Key Entry Data screen Select the All checkbox Click on the [OK] button. You will be taken to the Select Application screen Click on the earliest claim to highlight it Click on the [OK] button. You will be taken to the Application Details screen Print the screen Select ‘History’ on the toolbar menu Select each of the available options, copy and paste each screen into a Word document and then print the pages Go to the Amend Application screen and select ‘AP2’ on the toolbar menu. You will be taken to the Applicant 2 Details screen Print this screen Go back to the Amend Application screen and select ‘Ch’ on the toolbar menu. You will be taken to the Child Details scree n Print this screen On the Child Details screen, double click on each listed child. You will be taken to the Correction Child screen Print the screen(s) Go back to the Amend Application screen and select ‘Wk1’and ‘Wk2’, if applicable on the toolbar menu. You will be taken to the Work Details screen Print the screen(s) Go back to the Amend Application screen and select ‘CC’ on the toolbar menu. You will be taken to the Childcare Details screen Print this screen Note: Make sure every years Child Care details are printed On the Amend Application screen select ‘Inc1’ and ‘Inc2’, if applicable on the toolbar menu. You will be taken to the Income Details screen Print the screen(s) Go back to the Amend Application screen and select ‘Pm1’ and ‘Pm2’, if applicable on the toolbar menu. You will be taken to the Payment Details screen Print the screen(s) Go back to the Amend Application screen and select ‘APT’ on the toolbar menu. You will be taken to the Appointee screen Print this screen Repeat this process for all the tax years Note: If the option to screen print is not available, you must copy and paste each screen into a Word document and then print the pages Store the print outs behind the SAR cover sheet Then Go to step 5
5	Use Function VIEW HOUSEHOLD ACCOUNT Enter the claimants NINO in the Key Entry Data screen Select the All checkbox Click on the [OK] button. You will be taken to the Select Award screen Click on the earliest award year to highlight it Click on the [OK] button. You will be taken to the View Award Period Summary screen Click on the [View Award] button. You will be taken to the Award Summary screen Click on the [View Calculation] button. You will be taken to the View Calculation screen Select Working Tax Credit in the Tax Credit Type field and print the WTC calculation Select Child Tax Credit in the Tax Credit Type field and print the CTC calculation Go back to the View Calculation screen and click on the [View Elements] button. You will be taken to the View Elements screen Copy and paste the screen into a Word document and then print the page Click on the [Cancel] button until you are taken back to the Award Summary screen Print the screen Click on the [Cancel button] until you are taken back to the Award Summary Period screen Click on the [Schedule] button. You will be taken to the Payment Schedule screen Print this screen Note: If the payments go beyond one screen scroll down and print all the screens Click on the [View PVE] button, if applicable You will be taken to the View PVE Schedule - Household screen Print this screen Repeat the process for each award year Note: If the option to screen print is not available, you must copy and paste each screen into a Word document and then print the pages Store the print outs behind the SAR cover sheet Then Go to step 6
6	Use Function VIEW HOUSEHOLD NOTES Enter the claimants NINO in the Key Entry Data screen Select the All checkbox Click on the [OK] button. You will be taken to the Select Household screen Click on the earliest claim to highlight it Click on the [OK] button. You will be taken to the View Household Notes screen Print this screen Note: If the notes go beyond one screen scroll down and print all the screens If the note has a ‘Y’ in the More field, click on the [Details] button. You will be taken to the View Note Details screen for that note Copy and paste the screen into a Word document and then print the page Repeat the process for each award period Note: If the option to screen print is not available, you must copy and paste each screen into a Word document and then print the pages Store the print outs behind the SAR cover sheet Then Go to step 7
7	Use Function VIEW S17 DETAILS Enter the claimants NINO in the Key Entry Data screen Select the All checkbox Click on the [OK] button. You will be taken to the Select Household screen Click on the earliest household to highlight it Click on the [OK] button. You will be taken to the Select S17 Period screen Click on earliest year to highlight it Click on the [OK] button. You will be taken to the Current Position screen Note: If the Current Signals screen displays, click on the [OK] button. You will be taken back to the Current Position screen Note: If the status is ‘Future Dated Issue’, you do not need to access that date Click on the earliest S17 notice in theS17 Notice field at the bottom left hand side of the screen to highlight it Click on the [Details] button. You will be taken to the Issue Details screen Print this screen Click on the first Annual Declaration to highlight it Click on the [Details] button. You will be taken to the Declaration Details screen Print this screen Repeat this for every Annual Declaration for each S17 period Repeat the process for each S17 period Note: If the option to screen print is not available, you must copy and paste each screen into a Word document and then print the pages Store the print outs behind the SAR cover sheet Then Go to step 8

Store the print outs

When all the print outs are complete

Enter your name on the front cover sheet
Put an Abbreviations Sheet behind the SAR cover sheet

If the case is still awaiting correspondence, file the case in the designated area

If all the correspondence has been received, file the case in the designated checking area

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