Paragraph and Subject                Page  Date   Trans. No.


Chapter 1-0100 Introduction 


     Table of Contents. . . . . . .    i    04/09     09-02

  1  Purpose and Scope. . . . . . .    1    04/09     09-02

  2  Responsibilities . . . . . . .    1    04/09     09-02

  3  Contents of Part 1 . . . . . .    1    04/09     09-02

  4  Automated Systems Support. . .    2    04/09     09-02


1.   Purpose and Scope.  This part of the Energy Employees Occupational Illness Compensation Program Act (EEOICPA) Procedure Manual (PM) addresses the processing and movement of mail and case files within the Division of Energy Employees Occupational Illness Compensation (DEEOIC) and the handling of documentation within the District Office (DO), the Secondary Claims Examiner (CE2) Unit, the Final Adjudication Branch (FAB), and the National Office (NO).  It also discusses how to create case files, maintain case files, and assign docket numbers to case files referred to FAB.


2.   Responsibilities.  Effective handling of mail and files is a responsibility for all DEEOIC staff.


a.   Mail and File (M&F) Staff.  M&F Staff process mail, create and maintain physical case files, pull and deliver case files within a DEEOIC Office, and loan or transfer case files to other DEEOIC Offices.


b.   Automated Systems Support Staff.  Systems support staff create and transfer case files in the automated system, enter data, key location changes, assign docket numbers, and produce reports to support case processing.


c.   Claims Examiners (CE), CE2, FAB Representatives, and NO Representatives.  Personnel in the claims processing units key location and status changes in the Energy Case Management System (ECMS).  These staff members are responsible for ensuring that case files are forwarded to the appropriate locations within their respective offices.  Only files with pending action are kept at the physical location of the applicable CE, CE2, FAB Representative, or NO Representative.


3.   Contents of Part 1.  The chapters and their subjects are:


a.   Chapter 1-0200, Processing Mail.  This chapter describes the kinds of mail which the DOs, CE2 Units, FABs, and NO receive and how to handle each kind, including priority correspondence.  It also addresses sorting, recording, and searching for mail, safeguarding Personally Identifiable Information (PII), processing outgoing mail, and the proper handling of returned mail.


b.   Chapter 1-0300, Case Creation.  This chapter describes the contents of new cases and additional new claims, and how to create them as physical files and as electronic records in ECMS.  Duplicate cases, withdrawn claims, and the deletion of claims from ECMS are also discussed.  How to determine a new claim’s file date and received date, along with the proper handling of additional new claims received during different stages of the claims process are also described.  This chapter also discusses the role of Resource Centers in assisting the claimant with the filing of a claim.


c.   Chapter 1-0400, Case Maintenance.  This chapter describes how to maintain case files.  It includes procedures for dividing file material, reconstructing, and repairing damaged folders.  It also addresses the FAB docketing process and changes made in ECMS, including a change of address.


d.   Chapter 1-0500, Transfers and Loans.  This chapter describes how to send case files between the various offices within the DEEOIC on either a temporary or permanent basis and how to refer case records to the National Institute for Occupational Safety and Health (NIOSH) or to a medical or scientific specialist in NO.


4.   Automated Systems Support.  The work of the M&F Staff is closely tied to the automated systems support functions within the DO, CE2 Unit, FAB, and the NO and some of those functions are referenced in the chapters that follow.  Specific instructions for using the automated system are set forth in the Energy Case Management System (ECMS) Users Manuals and related policy will be found in EEOICPA PM 2-2000 and 2-2100.