The Receive Offender Files screen displays alphabetically all offender hard copy files that have been transferred to the current location but have not yet been allocated (assigned to an officer). Use this screen to record the receipt of transferred files from another location by completing the file allocation.
For institutional work: select Institution Paper File Tracking Receive Offender Files to access this screen from the Main Menu
For community work, select Community Paper File Tracking Receive Offender Files from the Main Menu.
From the List of Values in the To Location field, select the location the files are being transferred to; mandatory. The list shows update-accessible locations on the current caseload.
To see only files transferred to a specific location, select that location from the List of Values in the From Location field; optional. The list includes all locations (not only those in the current caseload).
Click Query. All files that have been transferred to the selected location, but have not yet been allocated, appear. Files are listed in alphabetical order by offender name, then in chronological order by the Transfer Date/Time if multiple files for one offender are involved. Each file is listed as one line item.
Click a row to select the file you need.
To record the receipt of the selected file, complete the following fields in the Allocation Details block:
Location: defaults to the To Location and cannot be changed. A file can only be received at the location that physically possesses the file.
Storage: type the 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 the file is assigned to an officer, its status cannot be Non-Officer.
Non-Officer: until the screen is saved, the Non-Officer status remains In Transit by default. If for some reason the file is not being assigned to an officer, select a status from the List of Values; optional. Receipt is not allowed if the Non-Officer status of the file is Destroyed. An error message will appear.
Re-Submit Date: for files whose status is Re-Submit (files that have been temporarily deactivated, but that have a known re-activate date), enter the re-submit date. Enter a future date using a MM\DD\YYYY format. This field is mandatory, and only accessible, when the Non-Officer status is set to Re-Submit
Comment: type a comment if you wish; optional.
Click Save. The system checks to ensure that there are not two files of the same type for the same offender at this location. If there are, the system produces this message:
"A file of this type and sub-type already exists at this location, the files may need to be merged."
How to create and edit offender files.