Attachment C-5 DestroyingCasefiles.pdf

OP# 7601

08/27/07

Destroying Casefiles

Introduction Once files have met the retention schedule and have been purged, they are to be destroyed.

Some casefiles in offsite storage have already been purged while others still need to be purged before destruction. The offsite storage vendor must coordinate with BPD personnel to determine what files still need to be purged before being destroyed.

Some casefiles must have their corresponding records on BATS updated as well to document that the casefile(s) has been destroyed. The offsite vendor must coordinate with BPD personnel to determine what files need to be destroyed on BATS.

Files that need to be destroyed on BATS will be sent to BPD so that the casefile bar codes can be scanned into the system. Once the files have been scanned and destroyed on the system, the physical casefiles will be forwarded for actual destruction. The offsite vendor will coordinate the details of this process with BPD personnel.

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Destroying Files on BATS

Once the offsite storage vendor removes documents from files for filming and purges the remaining documents, the file’s corresponding record on BATS needs to be updated so that it is non-physical.

The “Destroy” function is used on BATS to accomplish this. An electronic record of the file will still remain on BATS but it will no longer have a physical status.

We will generally be destroying two different “batches” of files, old savings bond files and old marketable files. File numbers will start with a 2-digit year (93 for example) followed by another 2 digits indicating the years of retention (10 for savings bond files and 07 for marketable files).

Savings bond files will generally be in brown, tan, or white folders, which should be empty.

Marketable files will generally be in orange folders, which may contain papers. The papers can be discarded with the folder after destroying it on

BATS.

Be careful not to confuse files for destruction with boxes of active files being sent offsite. If you are unsure about what boxes are to be destroyed and what boxes are to be sent offsite for storage, contact a lead or supervisor.

Remember that files in boxes to be destroyed should all generally have the same first four digits of the file number.

Procedures Complete the following steps to destroy casefiles on BATS.

Step Action 1 Access BATS.

2 Select the “Destroy” function from the left menu.

3 Click on the “Yes” box in the “DRS Enter Retention Comment?”

field. It will be defaulted to “No”.

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Procedures (continued)

Step Action 4 Put cursor in the entry field by clicking on it or tabbing to it.

5 Scan customer file labels (10 digit numbers with a C) into the entry field.

• You can scan up to a 100 labels on the Destroy screen. If you scan more than one 100 it will stop you and show you the number you need to begin with next time to complete the box you’re working on.

• If you scan a number in twice you will get an error. You’ll need to click OK and then delete the duplicate number from the entry field before continuing to scan more numbers.

• To cancel an entire “Destroy” function, click on Cancel and then on Cancel again on the verification message box.

6 When you are done scanning files in your box or have reached the limit of 100, confirm that you selected “Yes” in the “DRS Enter Retention Field.”

7 Click Done.

8 Verify that all results are “Successful.” You may receive the errors “Record not found” or “Record not physical.” If so, you can ignore these errors. If you get any other errors, contact a lead or supervisor.

9 To verify that you had selected “Yes” to enter a comment, click on one of the successful customer numbers. Click on the Comments tab on the customer display screen and verify that comment was entered.

10 Select “Destroy” from left menu to begin again.

11 Once the box of files have been destroyed, place the files in the designated bin for pick-up.

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