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Please note that all managers and staff must follow the guidance as set out below:

• Group Managers and Deputy Managers must ensure that the working protocol for transporting confidential case files and records is followed by all staff and that this matter is raised in team and district meetings and within individual staff supervision.
• Confidential files and records must be locked away at night.
• Confidential files and records must not leave the building without the Group Manager or Deputy Managers written agreement and the case file must be booked out via a clear recording administrative procedure so that the file can be traced as to location and when it will be returned.
• Case files that are transported out of the building to court or other purposes must be carried in a confidential (sealed) container or transporter case.  The case files must be kept with the officer until safe return.
• In exceptional circumstances when case files are taken out of the building the reason must be clearly recorded and a risk assessment made of how the files will be safely transported from and back to the office.
• Any missing case file must be immediately reported to the Group Manager or Deputy Manager and administrative notification sent out and immediate search made for the case file.
• In circumstances where a case file is stolen in a public area the theft or loss of the case file must be immediately reported to police. Managers must then undertake an immediate initial investigation into the circumstances of the matter and follow the management line of reporting.

Work to update the procedures/protocol on the management and access to confidential case files will be undertaken.

End