2015-Aug 07: AMS Notes

7 August 2015

AMS Notes

IAC 10-04 provides Guidelines for Standard AMS Input to ensure the quality of AMS notes is of a high standard and meets internal requirements. Point 9 (‘What should I include in AMS Notes?’) specifies that all administrative events such as file allocation or transfer should be recorded.

Guidelines for Standard AMS Input to ensure the quality of AMS notes is of a high standard and meets internal requirements PDF 2MB

This should include the following:

• A file being sent from one office to another or to Online (NB: ensure that when an AMS note says that a file is going to Online that the file is put in the Online box as soon as possible).
• When a file is received at an office and the officer (or queue) to whom it is allocated.
• When a file is merged or separated from another file (e.g. when a temporary file is either added to a residence file or separated from it).
• Missing files should be added to the missing file register.

Please ensure that staff follow the advice in IAC 10-04 and that AMS notes record all interactions with files so that Immigration New Zealand staff, including the Privacy Team at Auckland Central Area Office, can easily identify the location of a file and retrieve these in a timely manner for responding to Privacy Act requests.

Please discuss with your team(s) and ensure staff follow the advice in IAC 10-04.