Overview
In This Section |
This section contains the following topics:
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1. Requests for Permanent Transfer-Out of Paper Claims Folders
Introduction |
This section contains information on requests for the permanent transfer-out of paper claims folders, including
|
Change Date |
February 19, 2019 |
III.ii.5.E.1.a. Requesting Permanent Transfer-Out of Paper Claims Folders Using COVERS |
Requests for the permanent transfer-out of paper claims folders may be made through the Control of Veterans Records System (COVERS).
Reference: For further information on the use of COVERS, see the COVERS User Guide.
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III.ii.5.E.1.b. Procedure for Handling Permanent Transfer-Out Requests for Paper Claims Folders |
Follow the steps in the table below to handle a request for the permanent transfer-out of a paper claims folder.
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III.ii.5.E.1.c. Paper Claims Folders Containing Unanswered Correspondence or Pending Issues |
Follow the steps in the table below to handle a request for the permanent transfer-out of a paper claims folder with
References: For more information on
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2. General Policies for Permanent Transfer-In of Paper Claims Folders
Introduction |
This section contains general policy information on the permanent transfer-in of paper claims folders, including |
Change Date |
June 22, 2016 |
III.ii.5.E.2.a. Requesting Permanent Transfer-In of Paper Claims Folders |
Requests for the permanent transfer-in of paper claims folders can be made to
Important: Paper claims folders must not be transferred between ROs unless there is an authorized exception from scanning requirements. For more information regarding the guidance for sending paper claims folders to scanning facilities, to include exceptions, see M21-1, Part III, Subpart ii, 5.D.1.b.
Note: RMC will use the VBMS corporate flash as an indicator to ship the claims folder for scanning and ensure the claims folder is uploaded into the VBMS electronic claims folder (eFolder).
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III.ii.5.E.2.c. Using COVERS and Tracked Items for the Permanent Transfer of Paper Claims Folders |
For permanent transfers of claims and notice of death folders, see the COVERS User Guide.
Important: In addition to the actions taken in COVERS, the request must be documented by creation of a Physical Claims File Requested tracked item.
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3. Transfer Requests for Paper Claims Folders From an FRC
Introduction |
This section contains information on transfer requests for Veterans’ paper claims folders from an FRC, including |
Change Date |
January 12, 2017 |
III.ii.5.E.3.a. FRC Locations |
The table below contains the locations of the FRCs and their corresponding codes.
The FRC station code is shown in the Beneficiary Identification Records Locator Subsystem (BIRLS) FOLDER LOCATION screen in Share.
Important: Users should use the table below to determine the current location to send the request to.
Note: FRCs 020, 070, and 080 are no longer active repositories.
Reference: For more information about FRCs, see Federal Records Center Locations.
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III.ii.5.E.3.b. Procedure to Recall Folders From VA RC&V |
An RO’s appointed key user may electronically recall folders retired to VA Records Center and Vault (RC&V) using the following procedure:
Note: First-time key users must register and create a new account. The key user will receive an email from VA RC&V when the account is activated.
References: For more information on
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III.ii.5.E.3.c. Requesting Transfer of Paper Claims Folders From an FRC |
Requests for transfer of a paper claims folder from an FRC are submitted through the National Archives and Records Administration’s Archives and Records Centers Information System (ARCIS).
Note: The FRC usually returns the folder to the requesting RO within 10 business days.
Reference: For information on how to use ARCIS, to include log-in and passwords, see the ARCIS website.
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III.ii.5.E.3.d. Following up on Requests From an FRC |
If the folder is not received within 10 business days of the original request, process a follow-up request to the FRC via ARCIS, by sending an e-mail, or by calling the FRC, and document the follow-up request in the claims folder.
Important: Remember to update the Physical Claims File Requested tracked item in VBMS to reflect the follow-up.
Reference: For contact information, see Federal Records Center Locations.
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III.ii.5.E.3.e. Drop File Mail for VA RC&V or an FRC |
For drop file mail received for a claims folder in the jurisdiction of either the VA RC&V or an FRC, use the Centralized Mail (CM) portal to upload the document(s) to the claimant’s eFolder.
Note: All material will be combined into the eFolder upon recall of the file from RC&V or FRC.
Reference: For more information on the CM portal, see M21-1, Part III, Subpart ii, 1.E.1.
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4. Receipt of Requested Paper Claims Folders
Introduction |
This section contains information on the receipt of requested folders, including |
Change Date |
June 22, 2016 |
III.ii.5.E.4.b. Identifying Paper Claims Folders Requested From Other ROs |
Claims folders requested from other ROs have a COVERS transfer slip stapled to the front of the folder.
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III.ii.5.E.4.c. Receiving Paper Claims Folders |
To process receipt of paper claims folders
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5. Unsolicited Transfers of Paper Claims Folders and Dual Benefit Cases
Introduction |
This topic contains information on unsolicited transfers and dual benefit cases, including |
Change Date |
September 2, 2010 |
III.ii.5.E.5.a. Review of Unsolicited Transfers of Paper Claims Folders |
Review all unsolicited transfers of paper claims folders to ensure the reason for transfer is valid.
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III.ii.5.E.5.b. Handling Improper Transfers of Paper Claims Folders |
If a transfer is improper because the reason for transfer was not valid, then
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III.ii.5.E.5.c. Handling Dual Benefit Paper Claims Folders |
If a beneficiary receives benefits involving two claims folders, then
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1-12-17_Key-Changes_M21-1III_ii_5_SecE.docx | May 11, 2019 | 68 KB |
Historical_M21-1III_ii_5_SecE_11-10-15.doc | May 11, 2019 | 180 KB |
Historical_M21-1III_ii_5_SecE_6-23-15.doc | May 11, 2019 | 172 KB |
5-25-18_Key-Changes_M21-1III_ii_5_SecE.docx | May 11, 2019 | 65 KB |
06-22-16_Key-Changes_M21-1III_ii_5_SecE.docx | May 11, 2019 | 66 KB |
Change-June-23-2015-Transmittal-Sheet-M21-1III_ii_5_SecE_TS.docx | May 11, 2019 | 41 KB |
2-19-19_Key-Changes_M21-1III_ii_5_SecE.docx | May 11, 2019 | 54 KB |
Transmittal-Sheet-pt3_sp2_TS.doc | May 11, 2019 | 100 KB |
Transmittal-Sheet-09_02_10.doc | May 11, 2019 | 112 KB |
in Chapter 5 Jurisdiction and Transfer, Part III General Claims Process, Subpart ii Initial Screening and Determining Veteran Status
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