Appendix 20. Procedures for Handling Division Documents

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APPENDIX 20

PROCEDURES FOR HANDLING DIVISION

DOCUMENTS

1. PURPOSE. This directive summarizes Departmental requirements and

Division procedures and policies on the routing, filing, disposition, and

removal of documents.

2. SCOPE. The provisions of this directive apply to all documents

pertaining to Division litigative and investigative matters. For procedures

governing the maintenance of certain other types of records, such as

administrative records or files of top Division officials, see OBD Order

2710.3A.

3. RESCISSION. Directive ATR 2710.1, dated June 6, 1988, is

rescinded.

4. RESPONSIBILITIES.

a. Section and Office Chiefs. Each section or office chief is

responsible for the official records of all open matters assigned to his

or her section or office and is responsible for assuring that these

official files are maintained in an organized, accessible, and secure

manner.

b. Records Liaisons. Each section or office chief designates a records

liaison to monitor files management and assure efficient files

operations in the office. This individual develops and updates a Files

Maintenance and Records Disposition Plan, form OBD-208,

referencing all series of official records maintained by section or

office personnel.

The records liaison reviews, at least annually, all of the official

files in the section or office to assure that they are properly

maintained and acts as the contact point for questions regarding

specific files. The records liaison assures that “Notice to Close”

forms are completed for all closed matters and oversees the