Restricted subject access

Step by step

1. Identify the subject Evidence Officer

   Evidence Officer uses the subject code and retention date to locate the restricted identity without copying its identity reference into ordinary case notes.

   • Locate the subject code, retention date and legal-hold indicator.
   • Updates Restricted subjects

2. Record the grant Admin

   Admin names the team member, purpose, approving person and expiry for access to that subject.

   • Name the user, purpose, approving person and expiry.
   • Updates Access grants, Team members, Restricted subjects
   ApprovalA person approves before the work moves on.

3. Check the requested access Evidence Officer

   Evidence Officer compares the named user, purpose and expiry with the work the person needs to do. A matter assignment alone does not grant access to the subject.

   • Compare the request with the named grant before inspection.
   • Updates Access grants, Restricted subjects

4. Record a disclosure Evidence Officer

   If information leaves the authorized team, Evidence Officer records the recipient, scope, date and authority reference.

   • Retain recipient, scope, date and authority reference.
   • Updates Disclosure events, Restricted subjects
   ApprovalA person approves before the work moves on.

5. Review retention Admin

   Admin checks the retention date and legal-hold indicator before changing access or handling the subject at the end of its retention period.

   • Check legal hold and expired access before the next handling decision.
   • Updates Restricted subjects, Access grants

Evidence Officer

And Admin.