VISA
VOLUME 1 PART 1
RESTRICTED
3.8
3.7.3
3.7.4
3.7.5
3.7.7
Index records for all the above categories should be maintained together in a single alphabetical series except where security classification requires separate storage of any local warning index entries. The information stored on index cards should be the minimum necessary to trace the papers and establish the:
(a)
(b)
(c)
Identity of the individual (full names, including father's/husband's names if appropriate, aliases and date of birth should be enough for this).
Date, type and result of previous entry clearance application (excluding routine visit EC issues).
Nature of any adverse information or reason for monitoring.
Any more detailed information should be recorded on the file or entry clearance application form.
Posts running computerised indexes should not maintain both manual and computerised indexes. Printing out of hard copies at regular intervals should provide a basis for emergency manual operations when systems go down.
Until such time as a range of index cards is available from HESD, Posts should produce cards locally or adopt existing stocks to meet their needs.
Destruction of Index records
Index records for Certificates of Entitlement should be kept for 12 years. Index records for the other categories listed in paragraph 3.7.1 above should be kept for 5 years but a close eye must be kept on the local warning index records to ensure that they do not extend needlessly. Special pruning exercises may be necessary.
Destruction of Application forms
Application forms and any related papers should be stored as follows:
C
3.7.6
г
3.7.8
3.8
3.8.1
3.8.2
JULY 1992
(a)
Visit issues
(b)
Visit refusals
(c)
Settlement/long term
(d)
(e)
All other refusals
Certificates of Entitlement
2 years
5 years
10 years
10 years
12 years
Those for referred or deferred applications should be filed temporarily and then handled according to the final decision.
Destruction of Entry Clearance Vignette Counterfolls
Entry clearance vignette counterfoils may be destroyed after a period of two years (i.e. two years from the date of the last entry clearance issued in each book). Those posts who wish to retain their counterfoils for longer periods are free to do so if they consider it necessary for operational needs.
APPLICATION FORMS, METHOD OF APPLICATION AND GUIDANCE LEAFLETS
The standard application forms IM2A-E (see Annex 3.7) are designed to cover all the essential information required from an applicant by a majority of Posts: stocks may be ordered from HESD on the normal stationery demand.
Although neither the Immigration Act nor the Rules prescribe any specific form of application for an entry clearance, and it has been upheld on appeal that any oral or written request, made in unambiguous terms constitutes an application, entry clearance officers should always try to enure that any person who is clearly seeking admission to the United Kingdom, completes form IM 2A at the time of his first approach. ECOs may, however, at their discretion, grant an entry certificate without requiring the completion of form IM 2A if they are fully satisfied of the bona fides of an applicant seeking entry as a visitor,
3.11
AL/6
RESTRICTED