I-4-1-62.Certified Administrative Record Duplication

Last Update: 9/13/05 (Transmittal I-4-15)

A. Verifying Information

Following assembly of the CAR, the CRA must generate from LOTS a Request for Reprographics Services form and forward the case to the reprographics staff (see I-4-1-90). When the files arrive in Reprographics, a control clerk enters each case on a personal computer (PC). The control clerk must also verify that the information shown on the reprographics request form, especially the claimant's name and SSN, matches that shown on the claim file and that each record includes a signed certification form (I-4-1-94 or I-4-1-95). If there are any discrepancies, the machine operator will call the CCPRB which sent the case and resolve the inconsistencies. If the discrepancy cannot be resolved by phone, the reprographics supervisor will return the file to the OS in the CCPRB, noting the discrepancies. The machine operator must also review the reprographics request forms to determine if there are any aged cases which require immediate processing. The cases are then assigned according to priority to a machine operator for the preparation of the CAR.

B. Preparing the Record

1. Prepping the File

Preparing the record is a multi-stage process. The first step is known as “prepping.” In prepping the file, a machine operator photocopies one copy of the CAR from the original documents and checks each photocopied page for proper pagination and for duplication quality. The machine operator then makes a copy of the requisition form and places it on top of the CAR and clips the certification forms to the left side of the folder. The operator then clears the file for final copying.

2. Producing Additional Copies

A high speed copier is used to produce the additional copies of the CAR. The photocopying machine operator must first check the prepped copy of the CAR for quality and proper pagination. The operator then duplicates the requested number of copies by photocopying the prepped copy of the CAR. For quality control purposes, the machine operator must review the first copy duplicated on the final copying machine. When all photocopying has been completed, the machine operator inserts each copy of the CAR into the paper drill machine which punches three holes in the CAR. The CAR is now ready for binding.

3. Binding

The machine operator who performs the binding must check two photocopies of the CAR for reproduction quality and pagination errors and verify that the claimant's name is correctly shown on the certification. The operator must place one copy of the certification on top of each CAR and place each CAR in a binder. The operator must ensure that the record which contains the certification with the raised Official Seal is on top of the other copies unless the case is a special priority handling case.

The machine operator then writes the requisition number on the OGC cover sheet (see I-4-1-102), ties together the requested number of OGC CARs and places them in the appropriate mail cart. The operator places the original file on the control clerk's desk.

The control clerk must record the completion of the CAR photocopying on the PC. The clerk must then date the reprographics request form and place the file in the proper location for return to the CCPRB. One copy of the request slip is set aside and is used to enter case data into the PC for statistical purposes.

4. CRITICAL Cases

In critical cases, after the machine operator completes the binding, he or she gives the original file and all copies of the CAR to the control clerk. The control clerk must record the completion of the CAR photocopying on the PC, date the requisition form and call the appropriate CCPRB to advise them that the CAR is complete. The CCPRB must immediately send a staff member to pick up all files.