Development Plan Document Examinations - Programme Officer Guidance Notes
5. THE FILING SYSTEM IN MORE DETAIL
5.1 The filing system should be simple and easy to maintain and compatible with the LPA system. Remember that all documents involved in the Examination process are available to the public for perusal or copying (a charge may be levied if the LPA wants it). No documents submitted can remain confidential, including representations submitted. Representations should have been submitted on the model form (see section 2.4 PINS DPD guide).
5.2 Key points to remember are:
- Consult with the Inspector and see how many sets of documents are required. Generally, this will be 4-6 sets for:
- The Inspector
- The PO
- The Examination library
- The LPA
- The legal representative of the LPA (if any); and a spare
- The basic choices for filing systems are suspension files within filing cabinets or A4 lever arch files.
- For Examinations relating to more complex and/or controversial DPDs, it is recommended that filing cabinets be used. The most efficient way to organise the system is suspension files containing 1 or more representations.
- Once the basic system has been designed, approach the Inspector and ask in what order he/she prefers the filing to be done.
