Use the Internal File Transfers screen to transfer one paper file or a batch of paper files from one officer to another at the same location.
For institutional work: select Institution Paper File Tracking Internal File Transfer to access this screen from the Main Menu
For community work, select Community Paper File Tracking Internal File Transfer from the Main Menu.
In the Transfer From block, complete the following fields:
Location: select from the List of Values; mandatory. The list shows all locations with update access in the currently selected caseload.
From Officer: select a staff member from the List of Values; mandatory if Non-Officer is not selected. The list displays all staff members with current file allocations at the selected agency location.
Non-Officer: select a staus from the List of Values; mandatory if From Officer is not selected.
Click Query. The Transfer Files block displays all files matching the search criteria, listed alphabetically by offender, then by Type (code), Sub-Type (code), File # and Volume.
To transfer the files from the selected officer, complete the following fields in the Transfer Files block:
Transfer checkbox: check on the desired line to record file shipment; optional.
Transfer All Displayed Files: check this checkbox as a shortcut to transfer all the files in one action; optional.
Comment: type a comment if you wish; optional.
To complete the transfer to another officer or another Non-Officer status, complete the following fields in the Allocation Details block:
Location: defaults to the selected location and cannot be changed; this screen allows only internal transfers.
Storage: enter details of exactly where the file is stored (e.g., filing cabinet 1, drawer 3, archive box 734); optional.
Officer: select the officer the file is being transferred to from the List of Values; mandatory. All officers on permanent staff at the selected location appear in the list. This field is mutually exclusive to Non-Officer; if the file is assigned to an officer, its status cannot be Non-Officer.
Non-Officer: if the file is not assigned to an officer, select a status from the List of Values; mandatory/mutually exclusive to Officer. Transfer is not permitted if the Non-Officer status is Merged, Destroyed, In Transit or Superseded.
Re-Submit Date: for files whose status is Re-Submit, enter the re-submit date. (Re-Submit files are temporarily deactivated, but have a known re-activate date), Enter a future date using a MM\DD\YYYY format (Mandatory). This field is only accessible when the Non-Officer status is Re-Submit.
Comment: enter a comment if you wish; optional.
Click Save. To save, all mandatory fields in the Allocation Details block must be completed.