SVM102015 - Files and Forms: Digital Files

Since October 2016, SAV has worked files digitally with the aim of dramatically reducing the number of file movements and storage needs.  Most SAV files are now delivered, managed and stored digitally.  The electronic files mirror the structure in the old paper files.

When valuation requests come in, a digital file for the company is created in the SAV Digital File Repository, unless a digital file for that company already exists. 

Each digital company file will have a number of folders including folders for accounts, Companies House documents, legacy information, research, Share Options, ESS shares, Business Property Relief clearance, email authority.  There is also a Closed Valuations folder to hold all closed valuations in their subfolders and sub file folders for all current valuation documents and correspondence numbered SF1, SF2 and so on.

If a digital company file already exists and a new valuation request is received in SAV, a new sub file will be created in this digital company file.

The old physical company files kept in store can be recalled whilst SAV still holds these files in storage.  Files will be destroyed in line with retention policy.

If a paper file is recalled and it contains essential information for current or future valuations, the Service Delivery Team (SDT) will scan relevant documents into the digital company file.

Additional Guidance: SVM150000