Development Plan Document Examinations - Programme Officer Guidance Notes
11. PROCESSING DOCUMENTS
11.1 Following the PEM, further documents will arrive in accordance with any further information the Inspector has requested from the LPA/Representors. Points to remember are:
- Every document that arrives should be date stamped.
- No document can be treated as confidential.
- Most hearings run their document systems on a rolling programme. The submission deadlines mentioned above allow the examination programme to be divided into blocks of days, and if necessary, weeks. Each block is assigned a date whereby any further information from representors is received by the PO. The LPA is also set a response date for their particular proofs and response statements on the relevant topics. It is usual to treat these documents in the same manner for the purposes of the rolling programme.
11.2 LPAs should provide evidence in the form of core proofs/topic papers (see para 3.3.6 DPD PINS guide) which deal with the broad basis of the LPA's case in respect of all representations on a particular topic. LPAs will also provide response statements to representations seeking a change to a particular policy or proposals. In addition the Inspector may ask those making representations to provide further statements/evidence to supplement their representation, where this would help the Inspector to assess their representation in relation to the soundness of the DPD.
- These document types are in written form and will supplement existing representations.
- Apart from date stamping the document upon arrival, each needs a unique number. One way is to number each document sequentially after a prefix letter denoting its source (i.e. R for representor and C for Council/LPA).
- A description of each document should be recorded in the database, as this will feed one of the Inspector’s appendices as well as the document list submitted to the relevant hearing session of the Examination. Where possible, this description should be as meaningful as possible e.g. “Further statement relating to Environmental Impact study by Mr B Stiles” is more informative than “Document No: XX from the representor ”
- Remember that the document list is a key element in the hand-over of the system to the LPA at the end of the examination process. It also acts as confirmation to the Inspector that he/she is in possession of every document he needs to report on the soundness of the DPD.
11.3 There will be other correspondence that requires filing and action:
- To preserve impartiality all correspondence addressed to the Inspector will be sent to the PO and any reply the Inspector wishes to make will go out in the name of the PO.
- Files should be set up and maintained for correspondence not related to parties involved in the hearing sessions.
11.4 All documents to be considered during the examination process have to be distributed to the relevant participants:
- Copies of all documents must be accurately and quickly processed, distributed and the filing system updated on a regular basis. Remember that many parties will only submit after reminders so there will be a considerable workload close to the submission deadlines.
- A filing tray for each type of participant is the best way to control the paperwork flow. Once the relevant information on each document has been recorded, place it in the relevant tray.
- Make the time each day to either post or courier the document(s). To preserve the Inspector’s confidentiality, his/her mail should be stamped/franked, and then the address label should be attached and posted by the PO. If using a courier, request that delivery/confirmation notes are sent to the PO personally and those invoices do not show destinations.
- Members of the public and representors will be visiting the PO’s office on a regular basis seeking information and wishing to look at the Examination library.
