INSTITUTIONAL RECORDSIN–ON–025
REVISION 1 / PUBLIC EDITION
INSTITUTION / Operating note
Closing a circulation
A revised closing instruction separates returned material, accepted custody, ended service, and unresolved provenance.
Institutional Records Office / Dispatch and return desks
SOURCE DATE 2026.09.21 / RELEASE DATE ABOVE
A receipt closes the delivery entry. It closes nothing else.
01 / Four entries
For a controlled circulation, record receipt, custody, service disposition, and provenance separately. Each entry requires a date, a responsible office, and its supporting instrument. An unresolved provenance entry must not reopen a forwarding service that has been explicitly ended.
02 / Addresses and appointments
A change of address or the end of an appointment prompts review; neither discharges an instruction by itself. Correspondence addressed to an office remains with that office until transfer is accepted or release is signed. Do not make an outgoing colleague the sole route by which unfinished work can be found.
03 / Absent material
Keep the issued inventory alongside the received inventory. Do not renumber a return to conceal an absent enclosure. A retained issuer copy may explain an item’s purpose but must not be described as the recovered recipient copy.
04 / Closing line
The final entry must state the thing being closed. “Complete” without an object is insufficient. Where only delivery is complete, write “Delivery complete.” The remaining fields may require a different answer.