Individuals and institutions holding membership documents relating to 2017 should organise existing paper and electronic files under this notice. Coverage is limited to materials actually held, addressing scattered records, mixed versions and unclear attachments. Do not create previously nonexistent evidence merely to complete an index.
Index matters and documents
Classify by actual content, such as registration, recommendations, correspondence and processing feedback. Record each document’s name, creation date, source, format and associated matter; link attachments to their main text. Connect scans to paper originals. If originals cannot be found, describe the current holdings rather than marking the originals as verified.
Address duplicates and version differences
Copies repeatedly forwarded or saved may be marked as duplicates in working files, but unique sources must not be casually deleted. Identify changed passages, known reasons and dates across versions. When validity is uncertain, retain parallel records until the original provider or authorised institution clarifies which version applies.
Manage access and maintenance
An index may first support internal checking; share personal records only as necessary. Confirm submission formats and required materials through current channels. Link additions or corrections to the original matter’s index, recording actual processing dates and evidence. Changes of custodian should include access rights and pending issues, preventing disconnected new files.