The Transfer Requested Files screen displays all offender paper files at a selected location that have been requested by another location. (Transfer requests are triggered by clicking the Request File flag for each desired file on the Offender Files Inquiry screen). Use this screen to record the actual shipment of requested paper files.
For institutional work: select Institution Paper File Tracking Transfer Offender Files to access this screen from the Main Menu
For community work, select Community Paper File Tracking Transfer Offender Files from the Main Menu.
From the List of Values in the From Location field, select the location files are being requested from; mandatory. The list shows update-accessible locations on the current caseload.
To see only files requested by a specific location, select that location from the List of Values in the To Location field; optional. The list includes all locations (not only those in the current caseload).
Click Query to view all files that have been ordered (or requested) from the selected location, but not yet sent. Files are listed alphabetically by offender name, then by the date of the order/request (not shown on the screen). Each file is listed as one line item.
If the To Location field was not specified as part of the query, it defaults to the requesting location (transfer destination) and cannot be changed.
Select the Confirm checkbox on the desired line to record actual shipment of the hard copy file.
In the Comment field, enter a comment if you wish; optional.
Click Save.
The current date and time appear in the Transfer Date/Time field.
The Non-Officer field on the Offender Inquiry screen changes to In Transit.
The Location Specific Inquiry screen no longer shows the file in the From Location. It appears in the To Location, with the Non-Officer status In Transit.
The allocation status of transferred files remains In Transit until they are allocated at the destination site.
Transfer is not allowed if the Non-Officer status is Merged, Destroyed, In Transit or Superseded.
How to transfer work to another office.
How to track transferred files.
How to request files on the Offender Files Inquiry screen.
How to find out which files are stored at a specific location.