Manage record numbering in an FOI request
If an FOI request has a gap in its sequential record numbering, the reason may be that a record has been deregistered or removed from the case.
Deregistration of records
A record is assigned a record number once it is attached to a case and the “Registered” checkbox has been ticked.
Records are assigned record numbers in the order they are registered. Once a record number has been assigned to a record, the number cannot be reused. This means that if a record is deregistered, the record number it was assigned is no longer available.
If the record is registered again, it is assigned a new record number - the next record number available and not its original number.
Record numbers are connected to cases. If a registered record is removed from a case, it will be given a new record number if it is attached to the same case again.
Finding a record that is deregistered and removed from a case
Records that have been deregistered and removed from a case can be found again using the case history. Click on History in the case window’s ribbon to view the case history.
The “Case history” dialogue contains a log of all actions made on the case. Using the “Description” column it is possible to see if a record has been removed from the case. The log also shows when a record has been deregistered. The fields below the column names can be used to filter the display of the case history by e.g. entering text into the “Description” field.
Once a record is identified in the “Case history” dialogue, it can be found in the “Archive” by searching for the record title.