Printing - FECA-PT2 - National Association of Letter Carriers

2-0400-6 Requesting Files
6. Requesting Files. This paragraph describes how to obtain files not in the CE's location.
a Within the DO. Individual files within the DO may be requested on Form CA-33, Case File
Release or Call Request, according to the instructions on the form. Mail and File staff will search
for the case on a priority or regular basis, depending on the reason for the request. (If no reason
is given, a regular search will be made.)
b Outside the DO. To request a case file from another office, the CE must complete Section
A, Items 1 through 9, of Form CA-58, Case File Transfer, and forward the original to the ADD or
designee. If the request is to be handled on a priority basis, the reason for doing so must be
stated in Item 8. The Mail and File Unit will request the case.
c. Telephone Requests. Where a telephone request is necessary and a case file cannot be
located, Mail and File staff will prepare a From CA-33 on the basis of the telephone request.
d Lost Files. If a case file cannot be located within a reasonable period of time, it may be
necessary to reconstruct it. To do so, the CE must write to the claimant, the employing agency,
and all known medical providers and ask them to submit copies of all material in their possession
which relates to the claim.
2-0400-7 Incoming and Outgoing Cases
7. Incoming and Outgoing Cases. This paragraph describes the actions which CEs should take on
cases and mail newly delivered to their locations and on cases where their work is completed.
a. Incoming Cases. The CE should screen incoming cases to identify those requiring priority
action and dispose of any which have either been misrouted or which are quickly and easily
handled. Pending cases should also be screened on a daily basis to review newly drop-filed mail.
b. Outgoing Cases.
(1) Cases requiring further action in other parts of the DO should be routed to their new
location(s), with the CE's location shown last if the CE will need to review the case after the
other actions are taken.
(2) Cases not requiring further action should be sent to the file room. All loose mail
must be filed down, and any entries to the summary form must be completed.
(a) For open cases, a call-up must be keyed in the automated system.
(b) For closed cases, the proper closure code must be entered into the automated
system (see FECA PM 2-0401 for a list of codes).
2-0400-8 Doubling Case Files
8. Doubling Case Files. This paragraph describes the process of doubling cases from the claims
standpoint. The mechanics of doubling are addressed in FECA PM Chapter 1-500.4.
FECA-PT2 Printed: 06/08/2010 19