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M21-1, Part III, Subpart ii, Chapter 4, Section F – Segregated Folders and Deceased Veterans’ Claims Folders

Overview


In This Section

This section contains the following topics:
Topic Topic Name

1

Segregated Folders: Usage and Filing

2

Deceased Veterans’ Claims Folders

1.  Segregated Folders:  Usage and Filing


Introduction

This topic contains information about segregated folders, including


Change Date

December 16, 2010

III.ii.4.F.1.a.  Usage Policy for Segregated Folders

The Department of Veterans Affairs (VA) previously used four compartment segregated folders for claims.  The VA requires the use and maintenance ofexisting segregated folders.
Do not create segregated folders for new claims.  Currently, only non-segregated folders are established.

III.ii.4.F.1.b.  Repair of Segregated Folders

If segregated folders need renovation or re-jacketing, either

  • repair the existing folder, or
  • transfer the contents to another folder and continue the segregated format.

Do not convert the folders to the standard format.


III.ii.4.F.1.c.  Guidelines for Filing Documents

Segregated folders have four compartments.
Use the table below to file documents in the appropriate compartment.

File these documents

In compartment

  • authorization forms
  • controls, and
  • other specified material of the types indicated for filing on the left flap of standardized claims folders

A

documents constituting the basis for adjudicative determination other than ratings, including

  • formal or informal claims or applications, including claims for increase or apportionment
  • requests for and records received from service departments or foreign governments concerning
    • service data, and
    • medical and dental examinations
  • evidence relating to marital status, dependency, relationship, birth, age, income, or value of estate
  • requests for determination of basic eligibility of Veterans for benefits, and
  • all legal decisions affecting the case

B

evidence and documents on medical treatment and rating phases of the claim, including

  • requests for, and reports of, examinations, hospitalization, observation, and treatment by VA and private physicians
  • reports of investigations or social surveys and affidavits of persons other than physicians on the physical or mental condition of a claimant, and
  • decisions of rating activities and appellate bodies, including reports of personal hearings related to ratings

C

copies of all communications, records, and documents not for filing in one of the other compartments

D


2.  Deceased Veterans’ Claims Folders


Introduction

This topic contains information regarding deceased Veterans’ claims folders, including


Change Date

July 11, 2015

III.ii.4.F.2.a.  Conversion of Claims Folders for Deceased Veterans

If a paper claims folder exists at the time of the Veteran’s death, convert it to a deceased Veteran’s claims folder.
Exception:  Do not convert a claims folder located at the Records Management Center (RMC).
Reference:  For more information on

III.ii.4.F.2.b.  Consolidation of Folders

Remove all duplicate and unnecessary material from the claims folder, and dispose of the removed material according to RCS VB-1, Part I, Section XIII, Item No. 13-052.000.

III.ii.4.F.2.c.  Establishing Inactive Folders

There is the potential for the future establishment of an inactive deceased Veteran’s claims folder when all pending claims for survivor benefits and insurance have been completely processed and result in one or more awards of recurring payments.
Follow the steps in the table below to establish an inactive deceased Veteran’s claims folder on an optional basis if there is a critical shortage of local file space or filing equipment.
Step Action

1

Scan all material that is received or created after the Veteran’s death into the appropriate electronic claims folder (eFolder).
2
  • Remove
    • the last complete rating decision, and
    • a copy of the Veteran’s discharge papers from the deceased Veteran’s claims folder, and
  • scan the documents into the eFolder.
Note:  Make sure the rating decision was prepared while the Veteran was alive.
3
Stamp the old deceased Veteran’s claims folder in one-half inch letters with INACTIVE XC-FOLDER.
4
Place a date stamp on the old deceased Veteran’s claims folder to show the date of the creation of the inactive folder.
Note:  Make sure the stamp is readily visible for subsequent retirement purposes.
Note:  Place the records in an inactive storage area until they are retired underRCS VB-1, Part I, Section III, Item No. 03-140.000, and M23-1, Part I, Chapter 15.
Change-July-11-2015-Transmittal-Sheet-M21-1III_ii_4_SecF_TS.docx May 11, 2019 39 KB
Historical_M21-1III_ii_4_SecF_8-22-14.docx May 11, 2019 43 KB
Transmittal-Sheet-pt03_ch04_secF_TS.docx May 11, 2019 37 KB
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