b. Converting and Uploading a Document into PDF Format When a document is generated outside of VBMS it must be converted into a portable document format (PDF) before uploading the document into VBMS. Important: Pension Management Center (PMC) employees should continue to upload documents to Virtual VA. Use the shown below to convert and upload a PDF document into VBMS. If the document was created in ... Then ... Microsoft Word complete all necessary development actions and letter adjustments normally made prior to finalization review the letter for accuracy finalize the letter with a visible seal when applicable set the default printer to Adobe PDF, if available save the letter as a PDF to the desktop select UPLOAD DOCUMENT from the VBMS ACTIONS drop down menu complete the UPLOAD DOCUMENT value fields, including the mandatory fields CATEGORY – TYPE, and SOURCE, and click the UPLOAD button. Note: Upon successful upload, delete the PDF from the desktop.
6 Create a new email addressed to the Veterans Service Center (VSC) mailbox, including a(n) subject line reading Request for Document Deletion, and attached copy of the . f. Submitting a Document Deletion Request to the NSD Follow the steps in the table shown below when submitting a document deletion request to the front office Management Analysts (MA). Step Action 1 The MA opens the Request for Document Deletion email sent by the approving official. 2 The MA verifies the document has been signed by the approving official. 3 The MA forwards the encrypted email to the VBMS NSD at . g. Establishing a Mailbox for Document Error Report Submissions Each RO must have a centralized mailbox for VBMS end to submit a Document Error Report to the designated Adobe PDF Editor Key Users. Follow the steps in the table below when establishing a local mailbox for Document Error Report submissions. Step Action 1 Send an e-mail to RO Information Technology (IT) staff and include the request for the establishment of a corporate mailbox. Important: The corporate mailbox should be the same format for each RO (i.e. DocErrCorr.VBAXXX@va.gov (VAVBAXXX/RO/DOCERRCORR) where XXX is the three letter code for the RO (e.g. ALB, BUF, BOS, DET, etc.)). 2 Complete a Local Area Network (LAN) form for each designated Adobe PDF Editor Key User. 3 Send the RO IT Staff an updated LAN form for each person who requires access to the corporate mailbox.
4 Notify the Information Security Officer (ISO) of the mailbox email address and request Public Key Infrastructure (PKI) encryption. 5 Designated PDF Editor Key Users must add the corporate mailbox and install PKI certificates. Note: Adobe PDF Editor Key Users must be assigned a terminal digit (TD) range to receive and complete the requests to amend documents in the VBMS eFolder (e.g. User 1 – TD 00-19, User 2 – TD 20-39). h. eFolder Document Amendment Follow the steps in the table shown below when the VBMS end user discovers an eFolder maintenance issue that requires the removal of a specific page from a document, the splitting of a misfiled document, and/or the merging of multiple documents into a single document. Step Action 1 Open the document at issue and click the EDIT DOCUMENT PROPERTIES button in the top left corner. 2 Add Adobe Review Need to the document’s subject line. 3 Save changes. 4 Save a copy of the Document Report template to the desktop. 5 Complete all applicable fields of the Document Error Report. 6 Attach the completed Document Error Report to an e-mail. 7 Insert the Document Error Report and claims folder TD number in the emails subject line. Example: Document Error Report – TD 49.
Evidence Document Category Subject VA Form 21-22, Appointment of Veterans Service Organization as Claimant’s Representative, or VA Form 21-22a, Appointment of Individual as Claimant’s Representative Representation POA abbreviation, and Revoked (if applicable) Records Management Center (RMC) e-mails Service Personnel Records RMC request, or RMC response Personnel Information Exchange System (PIES) request, or PIES response Service Personnel Records PIES request code, and request, or response Reference: For more information on PIES request codes, see Part III, Subpart iii, 2.D.3. Reference: For more information on changing the subject line for a VBMS document, see the . 3. Folder Renovations Introduction This topic contains information on how to properly renovate and protect folder content, including general folder renovation policy renovation of segregated folders renovation of non-segregated folders, and redacting documents containing PII for multiple claimants. Change Date October 30, 2015 a. General Folder Renovation Policy Renovate a paper claims folders as needed to protect the contents. Perform any required renovation before transferring a paper claims folder out of the office.