1

Background

1.1

Many CR10 reports received since 1 April 1993 have been activated but approximately 831,000 remain inactivated. These must be identified and reviewed so that the alterations can be taken into account for R2007.

1.2

To assist this process a facility will be introduced in the near future which will to enable details of inactivated CR10 reports to be exported from the central database to an Excel spreadsheet. It is therefore important that all relevant information which will assist the review of the dwellings concerned is held in the database.

1.3

When submitting CR10 reports Billing Authorities (BAs) may well have supplied details of the structural alterations which gave rise to the reports.

Since April 2000 details of structural alterations should have been captured as ‘Remarks’ when registering CR10 reports.

1.4

To assist R2007 it is now necessary to capture details of structural alterations supplied by the BAs for CR10 reports received before April 2000, together with any received since, where this has not already been done.

This will also aid maintenance of the current List as any information input will appear as ‘Remarks’ on the Working Docket VO7453 when the report is activated.

1.5

This IA outlines the action now required to capture details of alterations for CR10 reports on the central database.

2

Action in Groups

2.1

Locate existing hardcopy BA Report Schedules.

These should be found housed within Council Tax records in the office in date of receipt order within separate folders for each financial year and for each BA.

2.2

Dealing with one financial year at a time and starting with the year ending 31 March 1994 ascertain whether the BA provided details of alterations for CR10 reports.

The extent of this information varies from BA to BA. One may give details of the structural alterations whilst another may merely say Alterations or Extensions. However limited the information may appear it could be of benefit when reviewing the valuation. Obviously remarks such as ‘review when property sold’ will be of no benefit.

2.3

Where a BA has not provided details move on to the next BA in the same year.

2.4

Where a BA has supplied details of alterations, the following procedure should be adopted:

2.4.1

Produce ‘Council Tax LO/BA Report Details’ from the main CT Main Menu by accessing:

• Enquiries
• Main Enquiries
• CT Reports

Primary Parameters:

BA Code
Reason for Report = CR10
Received Date BETWEEN dates (eg from 01-APR 1993 to 31-MAR-1994)
Working Docket Date IS NULL

Secondary Parameter: (only required before the browser conversion is carried out)

BA Code

2.4.2

Starting with the first entry on ‘CT LO/BA Report Details’, locate the appropriate BA Report on the Report Schedule.

NB Where a CR10 report appears on a BA Report Schedule but not on ‘Council Tax LO/BA Report Details’ the CR10 report will have been activated and can therefore be ignored.

2.4.3

Retrieve the report on the database by accessing:

• CT Main Menu
• Reports
• Amend Report
• Enter Appropriate Report Number

2.4.4

Input details of the alteration/extension supplied by the BA to the ‘Remarks ‘ box of the appropriate report and save (<F10>).

2.4.5

Continue, year by year and BA by BA, until details of alterations have been input for all inactivated CR10 reports.

2.5

This exercise should be completed by 4 June 2004.

3

Retention and Disposal of hardcopy BA Reports

3.1

Hardcopy BA Reports for the last 2 years must be retained for audit purposes.

3.2

Once all the relevant information has been captured, hardcopy BA Reports more than 2 years old, can be destroyed as restricted waste.