POL00121582 - Post Office Ltd Investigation Team Compliance Guide to the Preparation and Layout of Investigation Non-Red Label Case Files

Evidence on official site

POL00121582
POL00121582

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Post Office Ltd

Investigation Team

Compliance

Guide to the Preparation and Layout of
Investigation Non-Red Label Case Files

File construction and Appendix

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IN CONFIDENCE

Prepared by Ged Harbinson, Compliance Manager

Introduction

POL00121582
POL00121582

The aim of this document is to give guidance to Investigation Managers and
Investigation Team Managers on the current compliance standards for the

preparation of non-red label case files and the associated appendix

Contents:

1. File Construction:
Construction

File cover set out correctly.
CS230 paged at page one.
Pages numbered correctly.
Correct font for all reports.
Appendix associated.

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2. Appendix

Construction:

2.1 Appendices clearly marked.

2.2 Paper numbers completed.

2.3 Contents numbered.

Contents:

2.4 CS forms Correctly dealt with. (if applicable)

2.5 TOR Completed and enclosed where appropriate
2.6 Case progression notes enclosed in appendix

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1. File Construction:

Construction

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1.1. File cover set out correctly:

The green case file should set out as shown below. The “Assigned to:”
columns should be completed clearly and kept up to date.

POL00121582
POL00121582

CONFIDENTIAL
SECURITY
Assignment Details:
POLTD/0607/000
Post Office LTD.
DMB Cash Loss £3,500
Nosuch DMB
UB8 4TG
Branch Code: 078 345
Assigned to: Business Date Assigned Business Date
Unit to: Unit
A. Smith POLTD. 03/09/05
Casework POLTD. 13/09/05
Management

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POL00121582
POL00121582

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1.2 CS230 paged at page one:
The CS230 (Investigation capture details form) should always be
paginated at page one to the report.

1.3. Pages numbered correctly:
The file pages should be numerically indicated, by pencil, in the top right
hand corner of each subsequent page.

1.4 Correct font for all reports:
All reports paginated by the investigator should be in the correct
business font. (This is currently Post Office Sans, font size 14)

1.5 Appendix associated:
A buff colour, appendix (Evn.2007) should be associated and enclosed

at the rear of the file in. The appendices must be attached to the file
cover using either an orange or yellow, treasury tag.

2. Appendix
Construction:

2.1 Appendix clearly marked
The appendix should be clearly marked “CONFIDENTIAL”

2.2 Paper numbers completed
The line “Paper No’s” should be completed with POLTD/ followed by the
case file number.
2.3 Contents numbered.
Each item listed in the contents column should be clearly numbered.
Contents:
2.4 CS forms Correctly dealt with. (If applicable)
These forms should be dealt with correctly with all relevant fields
completed; the forms enclosed should be clear and readable.

2.5 Terms of Reference form completed and copy enclosed.

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2.6

POL00121582
POL00121582

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This should be completed correctly with all relevant fields completed and
a hard copy enclosed in the appendix

Case progression notes enclosed.
The case progression notes should be enclosed in the appendix

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