4.4.4  Scanning Consistency within an Agency

4.4.4.1 Supporting Documentation for Applications

To minimize subjectivity between agency workers storing documents in ECF, agencies should:

1.             Use the documentation matrix found in the ECF User Guide Document Lists and Codes; and

2.             Develop additional internal guidelines on document storage as needed.

4.4.4.1 Supporting Documentation for Applications

All supporting documents for applications must be stored in the appropriate category, if one exists.

If there is not an existing document type in which the document most appropriately belongs, the agency worker should consider the document as part of the application and include it with the application in Sub-folder Case Information under Document Type APP.

For applications that have supporting documentation, the agency worker should notate the top of each document prior to scanning into ECF referencing the application the type of supporting documentation.

EXAMPLE: A worker storing Job Access Loan applications should file positive or negative notices in the Sub-folder Correspondence under Document Type NOD and file rental agreements in the Sub-folder Expenses under Document Type SUE. When doing so, the worker should put a notation at the top of the document prior to scanning referencing “JAL verification.”

 

 

History: Release 24-13.