APPENDIX 1 - DR F FORMS AND GUIDANCE ON THEIR COMPLETION

The DR F forms for completion when computerised accounting records are received are available on the Information Technology page of the Intranet and should be opened and printed as required. The forms must be completed by hand and the format of the forms must not be altered in any way.

A photocopy of all the forms should be taken before they are sent to CUST.

DR F1 - Source detail form

This form should be completed on receipt of any equipment or media from the insolvent.

The ‘source details’ refer to who delivered the items or where they were found and a separate form should be used for each individual handing over items or each room where the items have been found on site.

The search personnel are the people finding or receiving the items, e.g. the examiner.

The bag number, finding officer and description and condition section is where the individual items are listed. Items found together should be bagged together, where possible, but a large volume of disks found together or the recovery of the hardware system may require a number of bags to be used for one set of items.

The condition of the items should be noted to avoid spurious claims of damage by third parties to the property whilst in the possession of The Insolvency Service.

DR F2 - Property Inventory

This form should be completed on receipt of any equipment or media from the insolvent. It is an inventory of the individual bag and should be kept with the bag. Each item should be individually listed as it is put in the bag, which will then be sealed.

DR F3 - Case Activity Summary Log

This is a brief record of what activities have been carried out on all the bags recovered in a case. It will be created by the official receiver’s staff although much of the log will be completed by CUST as part of the data imaging.

Typical activities that may be listed are "Creation of bag and completion of forms DR F1 and DR F2" or "Dispatch of bags to CUST"

DR F4 - Bag Activity Detail Log

This is a record of activities specific to an individual bag. It is similar to DR F3 and should be created at the same time. A column for seal number is included as the CUST officer will open and reseal the bag. It should not be necessary for the official receiver to re-open the bags before they are sent to CUST but if they are opened they should be resealed as soon as possible with the reason for opening the bag and the new seal number being noted on the activity logs. DR F4 should be more detailed that DR F3, as it is specific to the bag and should be kept with the bag.

DR F5

This should be completed where a site visit by a CUST officer is required. It applies to both company and bankruptcy cases. Site visits should only be required where large computers are in use, rather than PCs, or where other factors prevent the removal of equipment to the official receiver’s office.