2014-Jan 10: Transferring files between offices

Visa Pak 143 - Guidelines about when transferring files between offices to avoid personal information being separated while in transit

Visa Paks

10 January 2014

Transferring files between offices

Context:

The Quality Unit have recently received files from offices where some papers on the files are loose and/or not securely packaged or adequately addressed.

Diplomatic bags and internal mail can pass through multiple mail rooms en route to final destination so it is important that files are securely packaged to ensure that no personal information can be seen or separated while in transit.

Action:

Please ensure that when files are transferred between offices they are securely packaged, preferably in shurtuff plastic envelopes (or similar) as these are the strongest and least likely to be damaged or broken en route. Files should not be put in the diplomatic bag bound only by string.

Please also ensure that the package is adequately addressed. When sending to Wellington it is important to specify the branch/unit, floor and building.