Department of Veterans Affairs M21-1, Part III, Subpart ii Veterans Benefits Administration November 2, 2015 Washington, DC 20420 Key Changes Changes Included in This Revision The table below describes the changes included in this revision of Veterans Benefits Manual M21-1, Part III, “General Claims Process,” Subpart ii, “Initial Screening and Determining Veteran Status.” Notes: The term “regional office” (RO) also includes pension management center (PMC), where appropriate. Unless otherwise noted, the term “claims folder” refers to the official, numbered, Department of Veterans Affairs (VA) repository – whether paper or electronic – for all documentation relating to claims that a Veteran and/or his/her survivors file with VA. Minor editorial changes have also been made to update obsolete terminology, where appropriate update section and topic titles to more accurately reflect their content, and bring the document into conformance with M21-1 standards. Reason(s) for the Change Citation To add information about coverted paper claims folders that are stored the Records Management Center (RMC) which are Control of Veterans Records System (COVERS) locations PALL01 – PALL22. To add an important note about scanning of the claims folders stored at RMC COVERS locations PALL01 – PALL22. Rescissions None Authority By Direction of the Under Secretary for Benefits Signature Thomas J. Murphy, Director Compensation Service Distribution LOCAL REPRODUCTION AUTHORIZED
d. Tracking of REPS Folders VA does not track Restored Entitlement Program for Survivors (REPS) folders in BIRLS. Reference: For more information on REPS, see M21-1, Part IX, Subpart, i.6.A.1. 3. Paper Folder Creation Change Date September 4, 2015 a. Types of Paper Claims Folders The VA requires the use of a specific paper folder type based on the applicant’s claim. Use the table below to select the appropriate folder type. Paper Folder Type Description Stock Number Type of Claim/Form Filed By Applicant Claims Red-rope, three flap folder with fasteners attached on the inside VA receives an initial claim for benefits from a Veteran with a sensitivity level of 8 or higher, including claimants in a witness protection program, or whose claim includes classified and confidential material, or Integrated Disability Evaluation System (IDES) claims requiring MSCs to build physical claims folder for original disability compensation claims. References: For more information on classified records, see M21-1, Part III, Subpart ii, 5.D.2, and
30-39 Light green 40-49 Brown 50-59 Medium blue 60-69 Yellow 70-79 Black 80-89 White 90-99 Medium green c. Color Coding Paper Claims Folders To color code a paper claims folder, place a single three inch long strip of three-quarter inch self-adhesive tape on the outside of the paper claims folder over the center fold (one and one-half inch overlap on each side), and one inch from the edge of the upper right corner. 6. Standard Notations on Paper Claims Folders Introduction This topic contains information about standard notations on paper claims folders, including importance of paper claims folder notations, and current standard paper claims folder notations. Change Date July 5, 2015 a. Importance of Claims Folder Notations VA uses stamped notations on paper claims folders to denote the existence or disposition of a record that is related to the basic claims folder. b. Current Standard Paper Claims Folder Notations The table below describes the usage for each type of current standard notation. Standard Notation “(Name) RO outpatient treatment records reviewed for death compensation or pension claim Date ____ Initials ___” Stamp the notation on the inside right cover of the deceased Veteran’s claims folder to indicate review by the Veterans Service Center (VSC) of the associated outpatient treatment folder for existence and removal of adjudicatory material not appearing elsewhere.