• Case covers Can be downloaded via this link (downloads automatically). Important: Make sure to print in A3 format and on both sides. Fold the cover in half.

• It is recommended that essential functions keep a small supply of case covers for internal use.

• HR Data and Digitalisation has a small supply of case cosers, available for collection at
  Jens Chr. Skous Vej 9, Bygning 1471, 8000 Aarhus C.

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Case

• Use one case cover per case.
• Fill in the case cover with available information.
• You may add additional information in the Case Text field according to local registration practices.

Documents

• Place the documents in the order they are added.
• Assign numbers to the documents in the order they are added.
• Note the date of receipt or dispatch on each document.
• Internal documents must carry the date on which they are finalized.
• Documents with multiple pages should be stapled together

Storage

Store cases securely:

• Cases must be kept locked when not in use.
• Only trusted personnel may have access to the cases.

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Case

• Create the case in Workzone using the cover sheet details.
• Add extra info if needed (follow local practice).
• Add all relevant parties to the case.

Documents

Do not upload one combined file for the whole case!

• Scan each document as a separate file.
• Use the original send/receive date as the letter date.
• Give each file a clear, precise title.
• Arrange in chronological order, oldest first.

Whenever possible, arrange the documents in chronological order by letter date.

Clean-up

• Shred the paper copies once the case is fully digitized.

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