The Offender Files Inquiry screen lists all offender paper files showing each paper file's current location, and a transaction history.
You can also use this screen to request paper files from other locations or to transfer paper files to other locations.
For institutional work: select Institution Paper File Tracking Offender File Inquiry to access this screen from the Main Menu
For community work, select Community Paper File Tracking Offender File Inquiry from the Main Menu.
If necessary, query in the Header block to locate the offender. The Header block retrieves all offender records in existence across all caseloads.
The Offender Files block shows all files with a caseload type matching the current caseload for the selected offender. (Caseload type is included in the file record). Files are listed alphabetically by type/sub-type.
Click the Transfer File flag in the row displaying the file you want to transfer.
Select the location the file will be transferred to from the List of Values in the Location field at the far right. The list contains only agency locations that match the current caseload type. The Location field changes to the location the file is being transferred to.
Click Save. The Location field clears and the Non-Officer field reads In Transit.
A corresponding listing appears on the Receive Offender Files screen at the receiving location. The file status will remain In Transit until it is allocated at the new location.
To cancel the transfer, click the Cancel Delivery flag on the Paper File Delivery Inquiry screen. (This can be done only on a caseload containing the transferring location).
Click the Request File checkbox.
From the List of Values, select the location you want the file to go to. The list contains agency locations that match the current caseload type.
Click Save.
To cancel the request, click the Request checkbox off before the file is received. (This can be done only on a caseload containing the requesting location.)
Once requested or transferred, a file cannot be requested or transferred again until it is re-allocated.
When a request is cancelled, allocation reverts to that at the time of transfer.
Transfer or request is not allowed where Non-officer status reads Merged, Destroyed, In-Transit or Superseded.
The File Transaction History block shows the complete transaction history of the file from the time of its creation (including transfer and request actions, and their cancellations), most recent first.
how to create/edit offender files.
how to transfer work to another office.
how to record the transfer of requested files.
how to receive transferred files.