Holders of existing records concerning individual or institutional member information relating to 2016 should organise and check them under this notice. Processing relies on original records that can be provided to establish clear relationships between documents. It does not require creating documents that never existed, and completed archiving does not establish membership eligibility.
Define the material covered
Individual records may include existing registration forms, responsibility descriptions and correspondence; institutional records may include names, activities and representative details. First list documents actually held, identifying their creation dates, providers and periods covered. State when only copies or subsequently transferred files are available; do not present the copying date as the original creation date.
Match identities and information
Check that individual or institutional names and work responsibilities correspond to the subjects identified in the records. Where names, organisations or contacts subsequently changed, attach an explanation and retain historical and current information separately. Identify unconfirmed fields and reasons. Current employment evidence must not be used retrospectively to establish a position or qualification held in that year.
Archive and correct records
After organising the records, consult the current contact channel about receipt arrangements before sending the necessary index and materials. For corrections, identify the original entry, proposed change and evidence. The Office records the outcome according to what can be checked and preserves links between originals and corrected versions. Provide only personal information needed for this matter; public use requires separate confirmation.