Overview
In This Section |
This section contains the following topics:
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1. Priority Mail and Priority Mail Searches for Paper Claims Folders
Introduction |
This topic contains information on
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Change Date |
July 11, 2015
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III.ii.4.B.1.a. Handling Priority Mail When a Paper Claims Folder Exists |
When a claim is received and there is a paper claims folder, the mail and claims folder must be sent to the scanning vendor.
Exception: If clearly-marked mail for a priority claim (priority mail) is received for a priority claim, and a paper claims folder is located at the regional office (RO), the claim must be worked prior to scanning.
Use the table below to determine the process for handling paper claims folders when new priority mail is received.
Note: After completion of the priority claim, send the paper claims folder out for scanning.
References: For more information on
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III.ii.4.B.1.b.Responsibility of Priority Mail Searchers |
Individuals designated as searchers are responsible for locating claims folders charged out of the file bank within the RO.
Reference: For information on general search procedures, see M21-1, Part III, Subpart ii, 4.D.
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2. Filing Material in Paper Claims Folders
Introduction |
This topic contains information about filing material in paper claims folders, including
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Change Date |
July 11, 2015
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III.ii.4.B.2.a. General Policy on Filing Materials in Paper Claims Folders |
File only essential material with evidentiary, legal, or administrative value in a claims folder.
References: For more information on
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III.ii.4.B.2.b. Material Containing a Change of Address |
Follow the steps in the table below upon receipt of material that contains a change of address.
Note: For more information on address changes, see M21-1, Part III, Subpart ii, 3.C.1.
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III.ii.4.B.2.c. Filing Material in Paper Claims Folders |
Use the table below to file material in paper claims folders.
Note: If a folder is pulled for any purpose,
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III.ii.4.B.2.d. Filing of Folder Flashes |
Use the table below to file flashes in reverse filing order to allow the flash to be folded back and remain on top of all subsequent material.
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III.ii.4.B.2.e. Limitation of Filing Excessive Material in a Paper Claims Folder |
Do not continue to file material in a single claims folder if the folder becomes bulky and unmanageable. Generally, a claims folder volume should be limited to two or three inches in thickness.
Reference: For information on creating additional volumes of claims folders, seeM21-1, Part III, Subpart ii, 3.B.4.b.
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3. Removing Material From Paper Claims Folders
Introduction |
This topic contains information about removing material from paper claims folders, including
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Change Date |
July 11, 2015
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III.ii.4.B.3.a. Types of Material Requiring Removal From Paper Claims Folders |
Remove the following types of material from the paper claims folder if it has served its initial purpose and has no legal, administrative, or historical value:
Note: Exercise caution in removing transmittal or cover letters submitted by a power of attorney. These documents may state claims, assert or waive rights, or include legal argument. Differences between a representative’s transmittal or cover letter and statements from a claimant or legacy appellant may raise important questions requiring clarification.
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III.ii.4.B.3.b. Removal of Material From Paper Claims Folders |
Follow the steps in the table below to remove material from the paper claims folder.
Note: There is no longer a requirement to return documents to the claimant.
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Historical_M21-1III_ii_4_SecB_7-11-15.docx | May 11, 2019 | 48 KB |
2-19-19_Key-Changes_M21-1III_ii_4_SecB.docx | May 11, 2019 | 43 KB |
Change-July-11-2015-Transmittal-Sheet-M21-1III_ii_4_SecB_TS.docx | May 11, 2019 | 40 KB |
in Chapter 4 Files and Folder Control, Part III General Claims Process, Subpart ii Initial Screening and Determining Veteran Status
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