File Management Flashcards
(40 cards)
The File Manager, where there is no logistics officer appointed, must liaise closely with the 2IC to establish the requirements for the Investigation Headquarters, including?
- location
- office support staff
- transport
- equipment
- communications
- ICT requirements.
The File Manager has an important role to play in?
Establishing and maintaining the flow of communication throughout the investigation, both verbal and documentary. A critical aspect of this function is ensuring a constant flow of correspondence between the 2IC
and the investigation team.
The File Manager must assist the 2IC to prepare?
Daily bulletins/sitreps, Police and special notices, organisation charts and daily rosters and ensuring these are well-displayed within the Investigation Headquarters, preferably on a notice board.
What is the 10000 series for?
Generally disclosable documents
What is the 50000 series for?
Restricted disclosure documents
What is the 70000 series for?
Can be used when a covert phase is undertaken.
As a general principle, on receipt of documents for the investigation file, the File Manager will assign each a?
Unique document number from the numerical sequence
established for the enquiry.
In some situations, it may be necessary to group a number of documents under a?
Single number. Examples may include area canvass forms, notebook entries or email messages.
Examples of other documents which are generally appropriate to include in the 10000 document series include?
- Formal Statements
- Job Sheets
- Video interview transcripts
- Specialists reports
- Notebook entries (refer to Note 1, below)
- Briefs of Evidence (refer to Note 2, below).
Examples of other documents which are generally appropriate to include in the 50000 document series include?
- Search warrant applications.
- Email messages.
- Covert Human Intelligence Source (CHIS) Information Reports.
Due to the security limitations with CID, CHIS documents must not be loaded into CID. The 2IC may choose to use this method to discreetly record documents which relate to covert Police activities such as surveillance logs, or other sensitive documents, such as?
- Analytical material – charts, schedules etc
- Operation orders / briefing material
- Conference notes
- Surveillance logs
- Notes in relation to covert investigative techniques
- Interception applications.
It can be reasonably anticipated that a minor amount of material stored in the 50000 series document category, may be disclosed. This may include?
- Email messages that are assessed as being relevant to the investigation
- Search warrant applications that have been assessed and if necessary, redacted
- Material in respect of which a judicial direction has been given, directing Police to disclose the material in question.
If the File Manager numbers documents out of sequence or fails to allocate a range of numbers completely, the unused document numbers must be?
Recorded as unallocated, both on the File Management Spreadsheet as well as on the Disclosure Index.
Material generated by a covert phase may not be?
Forwarded to the File Manager until the phase has been concluded.
Ensure the documentation submitted by investigation squad staff to the Investigation Headquarters meets the expected standards, including?
- the directive, including an updated progress report
- any related documents
- the required number of copies. This is normally the original plus three copies.
Documents submitted you should read to?
- to make an initial assessment for the purpose of bringing critical information to the attention of the 2IC
- to highlight key information throughout the body of the document, that the File Manager will use to form a synopsis.
Outlined below are some issues the File Manager should consider when preparing the hard copy file?
- Jobsheets may be easier to manage if they are all printed on white paper.
- The use of double sided documents should be avoided wherever possible.
- Staples, pins, file pins should not be used to attach documents together. Bulldog clips, paper clips and plastic sleeves are a better alternative.
- Documents should not be hole-punched or bound.
- Submitted documents should be uniform in size and not larger than A4 size, although A3 size may be acceptable in some circumstances.
- A4 notebooks are easier to disclose than A5 notebooks.
During investigation conferences and briefings, the File Manager must ensure that all staff employed on the investigation are fully briefed on?
The standards and requirements of all documents submitted during the course of the investigation.
After reading a document, the File Manager will record a brief?
Summary of the key points of the document on the appropriate synopsis tab of the File Management Spreadsheet.
The File Manager should be the only person to handle the?
Main file, containing original documents.
The File Manager is responsible for checking the?
Accuracy of all numbered documents submitted to them by the typist, which have been typed from handwritten original documents.
Throughout the investigation, the File Manager should regularly audit?
Staff folders to ensure all documents have been appropriately stored in the electronic file.
It is the File Manager’s responsibility to continually populate the?
Spreadsheet throughout the course of the investigation.
On a daily basis, the File Manager should complete an update of the?
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