Deletion Of Household Notes (AG)

To delete Household Notes, consider steps 1 - 6 below. The guide is presented as follows

Initial action	Step 1
Deleting the note / removing retained marker	Steps 2 - 5
Storage	Step 6

Notes in the following categories must only be deleted by staff who work in those areas

Appeals, Complaints, Complex Case, Compliance, Debt Recovery and Payments

Initial action

Use Function MAINTAIN HOUSEHOLD NOTES to determine which notes are no longer relevant

Go to the Maintain Household Notes screen for the claim you require

If you need to make space to add another tax year based note, go to step 2

If you need to make space to add another retained note, go to step 3

Deleting the note / removing retained marker

2	To create space within the tax year based notes, click on the oldest note that is no longer relevant for the required tax year to highlight it. For further information on when notes can be deleted, see this Action Guide’s Information page Click on the [Details] button Highlight the text you want to copy Select 'Ctrl’ and ‘C' to copy the text Open a blank Word document Right click the mouse, select 'Paste' then select 'Print' Minimise the Word document In the View Note Details screen, click on the [Cancel] button. You will be taken back to the Maintain Household Notes screen Click on the [Delete] button. The message 'Are you sure you wish to delete this entry?' will display Click on the [Yes] button in the message box Repeat all of the above for the 10 oldest notes that are no longer relevant Note: If you are unable to delete 10 notes because they are still relevant, you should delete as many as you can Click on the [Add Note] button. You will be taken to the Add Note screen Select ‘General’ from the Category drop down menu Enter 'TCMZ PREVIOUS NOTES @ STORES Click on the [OK] button. You will be taken to the Maintain Household Notes screen Click on the [OK] button Then Go to step 6
3	To create space within the retained notes, you can either remove the retained marker so the note becomes tax year based, or delete the note Note: For further information on when notes can be deleted, see this Action Guide’s Information page If you want to remove the retained marker, go to step 4 If you want to delete a retained note, go to step 5
4	If you want to remove the retained marker Click on the oldest note that no longer needs to be retained to highlight it Click on the [Amend] button. You will be taken to the Amend Note screen Select the Retained Note checkbox to remove the tick Click on the [OK] button. You will be taken back to the Maintain Household Notes screen Notes: Removing the retained marker will place the note within the appropriate tax year. This is determined by the event date You must only remove the retained marker from a note that you, or someone from your work area, has entered. Do not remove the signal from a note entered by another work area without first checking with the originator Ask your manager if you are unsure if the retained marker should be removed, or if the entire note should be deleted Click on the [OK] button Take no further action
5	If you want to delete a retained note Click on the note you want to delete to highlight it Click on the [Details] button you will be taken to the View Note Details screen Highlight the text you want to copy Select 'Ctrl’ and ‘C' to copy the text Open a blank Word document Right click the mouse, select 'Paste' Minimise the Word document In the View Note Details screen, click on the [Cancel] button. You will be taken back to the Maintain Household Notes screen Click on the [Delete] button. The message 'Are you sure you wish to delete this entry?' will display Click on the [Yes] button in the message box Repeat all of the above for the 10 oldest notes that are no longer relevant Notes: If you are unable to delete 10 notes because they are still relevant, you should delete as many as you can You must only remove the retained marker from a note that you, or someone from your work area has entered. Do not remove the signal from a note entered by another work area without first checking with the originator Ask your manager if you are unsure if the retained marker should be removed, or if the entire note should be deleted Once you have copied and pasted all of the notes you are deleting into the word documents select ‘Print’ Click on the [Add Note] button. You will be taken to the Add Note screen Select ‘General’ from the Category drop down menu Enter 'TCMZ PREVIOUS NOTES @ STORES' Click on the [OK] button. You will be taken to the Maintain Household Notes screen Click on the [OK] button Then Go to step 6

Storage

6	Send the print-outs to remote storage. Follow the guidance in Preparing And Sending Documents For Storage

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