Overview
In This Section |
This section contains the following topics:
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1. Overview of VCIP Shipping Procedures for Claims Folders, STRs, and Personnel Records
Introduction |
This topic provides an overview of the VCIP processing, including
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Change Date |
July 30, 2015
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III.ii.1.F.1.a. Purpose of VCIP |
The Veterans Claims Intake Program’s (VCIP’s) mission is to
References: For more information on
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III.ii.1.F.1.b. Shipping Requirements |
Using the Record Management Number (RMN)/Document Control Sheet (DCS) shipping process, a regional office’s (RO’s) intake processing center (IPC) or mailroom personnel ship source materials for document conversion, including
Important:
Notes:
References: For information on
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2. RMN/DCS Shipping Process
Introduction |
This topic provides an overview of the RMN/DCS shipping process, including
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Change Date |
August 2, 2018
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III.ii.1.F.2.b. Gaining Access to the Tracking Portal |
To obtain new user access to the assigned contractor tracking portal, new users must submit a Vendor Portal Access Request Form.
CSRA portal access is established when
Note: Because portal access is limited, notify the VCIP mailbox if a user no longer requires access.
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III.ii.1.F.2.d. Submitting CDs, DVDs, or Other Portable Electronic Media |
File compact discs (CDs), digital video discs (DVDs), or other portable electronic media in the claimant’s claims folder or manila folder. Take the actions below when submitting media.
Notes:
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III.ii.1.F.2.e. Preparing Source Materials for Shipping |
Follow the steps in the table below to prepare materials for shipping.
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III.ii.1.F.2.f. Preparing a Box Shipping Label and a DCS |
Follow the steps in the below table to prepare a shipping label for each box and a DCS for each claims folder.
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III.ii.1.F.2.g. Creating a Manifest and Packaging Boxes for Shipping |
Follow the steps in the below table to create a shipping manifest in VBMS.
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III.ii.1.F.2.h. Scanning Vendor Shipping Addresses |
Use the table below to determine the correct address for each scanning vendor.
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III.ii.1.F.2.i. Shipping Container Validation Checklist |
The checklist below can be used to ensure the container was properly documented and packed for shipping.
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3. Shipping Exceptions and Upload Failure Guidance
Introduction |
This topic provides an overview of the VCIP exemptions and upload failures, including
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Change Date |
July 30, 2015
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III.ii.1.F.3.a. Resolution for Common Exceptions |
Use the table below to resolve shipping exceptions for source material sent to the scanning vendors.
Note: Contact the VCIP mailbox to resolve shipping questions or issues.
References: For more information on
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III.ii.1.F.3.b. Upload Failure Procedures |
The table below describes the procedures to follow when upload failures occur.
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4. Requesting a Folder Rescan and Other Scanning Inquiries
Introduction |
This topic provides an overview of the VCIP scanning inquiry process, including
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Change Date |
August 2, 2018
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III.ii.1.F.4.a. Locating Source Materials |
The source folder or shipment must be located before a rescan request can be submitted. Use the following table to determine where source materials are located.
References: For more information on
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III.ii.1.F.4.b. Rescan Requests |
A request to rescan source material must be submitted to the correct vendor. The following table provides instruction on which vendor to contact and the means for submitting the request.
Exception: Source material that has been scanned and identified as the Best Copy but illegible should be treated as though it has not been received by VA. Claims processors must specifically notify the claimant that the records are available for review but cannot be read due to poor quality. If the illegible records are
Reference: For more information on submitting a request using the OBPI-VCIP Issue Tracker and the CSRA portal, see the training material titled VCI Issue Tracker Orientation.
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III.ii.1.F.4.c. Handling Unscanned Shipments That Are Marked as Completed |
Unscanned shipments in a Completed status can be located and rescanned using the OBPI-VCIP Issue Tracker. The table below provides instruction on how to request scanning of the documents.
Reference: For more information on using the OBPI-VCIP Issue Tracker, see the training material titled VCI Issue Tracker Orientation.
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III.ii.1.F.4.d. Determining the Content of a Package That Is Pending Scanning |
The ITEM LIST located on the VBMS pending scanning banner identifies the contents of a package that is pending scanning. However, the ITEM LIST is not always populated. Search for the shipment on the INTAKE tab in VBMS and use the table below to help determine the contents of a package.
Important: Click the CLEAR button before searching for the shipment to ensure that all potential shipments are reviewed. The filter defaults to the user’s station and the current date.
References: For more information on
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III.ii.1.F.4.e. Other Scanning Inquiries |
For scanning inquiries that don’t fall under the categories identified in this topic, select RMN/DCS Status Check as the issue type when submitting the inquiry through the OBPI-VCIP Issue Tracker.
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5. Overview of the RMC SMTS Portal
Introduction
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This topic provides an overview of the RMC SMTS Portal, including
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Change Date
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August 2, 2018
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III.ii.1.F.5.a. Purpose of the RMC SMTS Portal |
The Records Management Center (RMC) Source Material Tracking System (SMTS) Portal was created to monitor and track the status of
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III.ii.1.F.5.b. Functions of the RMC SMTS Portal |
The RMC SMTS Portal allows an authorized user to
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III.ii.1.F.5.c. Authorization to Use the RMC SMTS Portal for Claims Processing |
Claims processors who have completed RMC SMTS Portal training, or have been directed by the Office of Field Operations, may use the RMC SMTS Portal.
Procedures requiring the use of the RMC SMTS Portal are incorporated into each section of the M21-1, Adjudication Procedures Manual, that discusses the respective claims development.
Reference: For more information on using the RMC SMTS Portal, see the SMTS File Request Job Aid.
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Historical_M21-1III_ii_1_SecF_7-30-15.docx | May 10, 2019 | 583 KB |
9-29-17_Key-Changes_M21-1III_ii_1_SecF.docx | May 10, 2019 | 526 KB |
Historical_M21-1III_ii_1_SecF_9-29-17.docx | May 10, 2019 | 526 KB |
8-2-18_Key-Changes_M21-1III_ii_1_SecF.docx | May 10, 2019 | 521 KB |
Change-June-25-2015-Transmittal-Sheet-M21-1III_ii_1_SecF_TS.docx | May 10, 2019 | 38 KB |
Change-July-30-2015-Transmittal-Sheet-M21-1III_ii_1_SecF_TS-072315.docx | May 10, 2019 | 39 KB |
8-19-16_Key-Changes_III_ii_1_SecF.docx | May 10, 2019 | 636 KB |
Historical_M21-1III_ii_1_F_6-25-2015.docx | May 10, 2019 | 576 KB |
in Chapter 1 Initial Screening Process, Part III General Claims Process, Subpart ii Initial Screening and Determining Veteran Status
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