Closing/Disposing of Offender Files

Introduction

This topic provides details of closing and disposing of sentence files.

How to close files

When the offender completes all sentences and/or orders the sentence file is closed. All IOMS information is to remain in IOMS.

Condense the paper file by eliminating all unnecessary material from it.

Note: Do not remove information that could be required if:

• the offender comes to notice again, or
• any aspect of a supervising probation officer's sentence/order management is questioned.

Exception: If any breach charge is still outstanding at the expiry of the sentence and will later be heard in court, no material should be removed.

When to dispose of files

The offender file should be archived or destroyed ten years after expiry of the last sentence or order.

Reference: Volume 2, Part I, Chapter 2, Section 2a, Archiving Documents. (Please refer to the related links section on this page).

Notes:

• The termination assessment/sentence completion must be retained, and filed in the appropriate location in the office.
• Any papers that are disposed of may not be discarded in a public place. They must be disposed of confidentially, e.g. shredded.

Closing computer records

Under normal circumstances, IOMS will update the computer records by inserting the sentence completion date when it is known.

Probation officers need to enter a completion reason in the "sentence order management" screen.

In the case of an early completion, probation officers should update the termination detail via the "sentence details" screen.

Attach closed files to new

If the offender is sentenced again, any closed files for that offender are attached to the back of the new file.

These closed files may hold more information than simply the completion assessment, and can provide valuable assistance in the management of the offender's new sentence/order.