File Management Flashcards
Who is the file manager appointed by and responsible to?
2IC Investigation.
The main functions of the File Manager are to:
- Although there is an administration component this role is primarily as an investigator.
- Manage the electronic and physical files relating to the investigation.
- Support the 2IC by reading all documents for the purpose of highlighting important information to the 2IC .
- Assist the 2IC with the identification and recording of evidential material .
- Assist with establishing and maintaining the Investigation Headquarters.
- Ensure a flow of information throughout the investigation.
- Assist with the preparation of the prosecution file.
- Assist with management of the trial.
The File Manager, where there is no logistics officer appointed, must liaise closely with the 2IC to establish the requirements for the Investigation Headquarters, including:
- Location.
- Office support staff.
- Transport.
- Equipment.
- Communications.
- ICT requirements.
What must the file manager assist the 2IC Investigation to prepare daily?
- Bulletins / sitreps.
- Police and special notices.
- Organisation charts and daily rosters and ensuring these are well-displayed within the Investigation Headquarters.
To ensure an effective communication flow within the investigation, the File Manager must:
- Advise staff to establish a folder within their own e-mail directory, where all e-mails relevant to the investigation are to be stored.
- Generate a NIA file number for the investigation.
- Setup IMT File and the Command Chart.
- Assist the 2IC to prepare a briefing document and photographs to be used for briefing staff that join the operation.
- Arrange, under direction of the 2IC, display boards with relevant information to be displayed within the Investigation Headquarters.
- Arrange for the typist to print out a roster for the operation staff and make this available to the OC Investigation and the 2IC.
- Establish the appropriate activity code (offence code), project code and cost centre.
- Source necessary stationery
in order to ensure document flow systems are operating. - Provide investigative staff with new notebooks, for exclusive use in the investigation.
- The File Manager must also ensure notebooks are obtained from staff before they leave the investigation, and are securely stored.
Information from the public is often a critical component in an investigation.
How is the file manager involved with this process?
As File Manager one of the key responsibilities is to manage the process for the collection of this information and subsequent timely assessment and to ensure the information is followed up promptly.
Who completes a synopsis for every document that comes in?
The File Manager.
The File Manager should liaise with other agencies and professional services to obtain…
Electronic copies of reports sent by them.
Throughout the investigation, the File Manager should regularly audit…
Staff folders to ensure all documents have been appropriately stored in the electronic file.
What other folders are important for the file manager to manage?
- Media folder containing newspaper articles, website articles and recordings of television reports.
- Administration folder to store investigation administrative documents that are not processed through the document numbering process. Examples of such documents include; invoices, travel requests, meal claims etc.
- Staffing records to record the details of all employees who attend the daily briefings
How should the file manager manage photographs?
- Liaise with the OC of the relevant Photography Section to arrange a suitable protocol for dealing with photographic material.
- It is recommended all photograph books generated should be returned directly to the File Manager.
- Electronic copies of all photographs should be obtained.
- Electronic files to IMT Photographs folder.
The File Manager, under the direction of the 2IC, must review the file in order to:
- Establish if any enquiries remain outstanding.
- Conduct an assessment of the enquiries currently underway, to establish whether they are still relevant.
- Review sub-investigations and critical phases of the investigation.
- Prepare for any external reviews that may occur.
