With the Create/Edit Offender Files screen you can create file numbers for paper files (but only at update-accessible locations in the current caseload).
You can also allocate the paper files to an officer or assign the paper files non-officer status. Examples of non-officer status are merged, destroyed, in-transit, or superseded (changed to another type e.g. from community to institutional).
If an officer has primary ownership of an offender, then the offender's paper file tracking record will be automatically allocated to that officer.
With the Create/Edit Offender Files screen you can also view file numbers for all existing offender paper files, active or inactive, across all caseloads.
When you save this screen, TAG generates a File # and an associated Volume #, both starting at 1.
For institutional work: select Institution Paper File Tracking Create/Edit Offender Files to access this screen from the Main Menu
For community work, select Community Paper File Tracking Create/Edit Offender Files from the Main Menu.
If necessary, query in the Header block to retrieve the offender.
The location of existing paper files automatically display in the Create/Edit Offender Files block. If you select a line in this block, the officer who has the paper file or non-officer status displays in the Allocation Details block.
Click Next Block to access the Create/Edit Offender Files block. This block lists all existing files for the selected offender by Sub-Type, then File #, then Volume #.
To create a new file, select a blank row, then complete the following the fields:
Type: select a file type from the List of Values; mandatory.
Sub-Type: select a file sub-type from the List of Values; mandatory.
Create Date: defaults to the current date. Enter the date the file was created using a MM\DD\YYYY format.
File #: this field fills automatically when you save the record.
Volume: this field fills automatically when you save the record.
Cross-Reference #: if the file has a previous number or identifier, type in a reference to it; optional.
Close Case #: this field fills automatically when a contact or a case is closed (this happens only for paper files that your TAG system automatically generates when a new offender record is created on the Assign Offender ID screen, or when a new legal case is created on the Legal Cases screen).
You can create a new Volume against an existing File #. On a new line, enter the same Type/Sub-Type as the original File #. This results in the same File #, with the Volume incremented by 1 (e.g., File #1, Volume 2) when you save the record.
A new volume is allowed only if there are no prior merged volumes of that type/sub-type for that offender ID.
Multiple volumes of the same type/sub-type are allowed if the records have different cross-reference numbers, or if the Cross-Reference # field is blank.
Click Next Block to access the Allocation Details block. It displays whether the selected File #/Volume is allocated to an officer or assigned a non-officer status.
To record the location of a new file, complete the following fields in the Allocation Details block:
Location: select from the List of Values; mandatory. (Only update-accessible locations in the current caseload appear in the list).
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 responsible for the file from the List of Values; mandatory. All active officers at the selected location appear in the list. This field is mutually exclusive to Non-Officer; if you assign the file to an officer, you cannot assign it a Non-Officer status.
Non-Officer: if the file is not assigned to an officer, select a status from the List of Values; mandatory if no selection was made in the Officer field.
Re-Submit Date: for files whose status is Re-Submit (files that have been temporarily deactivated, but that have a known re-activate date), type in the re-submit date. Type in a future date only, in standard date format; mandatory where the Non-Officer status is Re-Submit; otherwise inaccessible.
Comment: type in a comment; optional.
Click Save. Saving is not allowed unless all mandatory fields in the Allocation Details block have been entered.
Modification of allocation details is permitted only at the displayed Location, which cannot be changed.
Modification is not permitted if the Non-Officer status is Merged, Destroyed or Superseded.
learn to inquire on offender files.