File Management

Introduction

This topic covers how OWS offender files should be kept and information maintained.

Managing files

When an offender is placed on the OWR their hard copy file is conspicuously identified by placing the file in an orange-coloured folder. This is completed by the administration officer once the file is received back from assessment by the service manager and before the file is issued to the allocated probation officer.

Every file is to have completed copies of forms OWS2 and OWS3 (generated from Corrnet) attached inside the cover to indicate that an assessment was completed by the service manager and whether the offender was to be entered into the OWR in IOMS.

Note: IOMS only includes the OWR. All forms to do with the OWS are still stored on and printed from Corrnet.

Area manager responsibility

Area managers are to ensure that the IOMS OWR is accurately maintained by each service centre in the area.

Creating a record in OWR

The details of offenders who meet the criteria, or who are subject to an override decision, are to be recorded on the OWR in IOMS.

Service managers are responsible for creating and updating information in the IOMS OWR and have ‘write’ access.

Viewing a record in OWR

All staff have ‘view’ access to the OWR, through the ‘Offender Header’ screen in IOMS.

All staff can obtain the following OWS information directly from IOMS in the local office area:

• whole service centre records – the number of OWS files held by each probation officer
• individual offender records – whether an offender is currently (or ever has been) on the register.

For managers’ reporting purposes, OWS information may also be accessed through CARS. Go to the e-learning site on Corrnet for more information about viewing and creating/editing records in the IOMS OWR.