I-4-1-50.Overview of Preparing the Certified Administrative Record

Last Update: 7/3/14 (Transmittal I-4-30)

The principal function of a court records assistant (CRA) is to prepare the certified administrative record (CAR) after a new court case is received. See Hearings, Appeals and Litigation Law (HALLEX) manual I-4-1-12 C.

When assigned a new court case, the CRA will:

  • Determine case priority and verify the completeness of the record (see HALLEX I-4-1-51);

  • Paginate all procedural documents (see HALLEX I-4-1-52) and evidentiary documents (HALLEX I-4-1-54) in the record and prepare an index for the CAR (HALLEX I-4-1-55);

  • Identify the type of certification needed (HALLEX I-4-1-56);

  • Take necessary action to prepare and finalize the CAR, or, when applicable in a paper case, forward the exhibits and appropriate procedural documents to the reprographics staff (HALLEX I-4-1-57); and

  • If applicable in a paper case, upon return of the original documents from the reprographics staff, associate them with the claim file and forward to the Mega-site for storage.

Though not preferred, there may be circumstances when the case is assigned to a CRA before a hearing recording is received or the hearing transcript returned. In these situations, the CRA will assemble the record as much as possible without the information and await receipt of the information. Once it is received, the CRA can complete the assembly process.


During initial work-up of a new court case, the CRA will determine whether a subsequent application has been allowed and, if so, refer the case to an analyst for review.