TN 4 (05-92)

RM 05015.002 Sorting Incoming Mail - EICS

A. Introduction

Mail is sorted as it is received to ensure it gets the proper handling.

B. Kinds of sensitive correspondence

The following kinds of correspondence require priority handling in the order listed:

  • Correspondence with possible Presidential, Congressional, Secretarial, or Commissioner involvement that will not be forwarded to the Office of Public Inquiries, OGA. (SEE RM 05002.000.)

  • Correspondence considered “old” compared to the age of correspondence usually received by the branch.

  • Correspondence requests requiring expeditious handling (e.g., time limit specified, hardship situation).

  • Correspondence sent by certified, registered, or special delivery mail.

C. Procedure - general sorting

Use the following to sort correspondence prior to entering into EICS.

STEP ACTION
 1 Separate mail into:
•  misdirected/misrouted
•  sensitive
•  other
 2 Return misdirected/misrouted correspondence (See RM 05002.001).
 3 Attach a Form SSA-6629, Correspondence Control Sheet, to each piece of “sensitive” mail.

NOTE: This material must receive priority handling.

D. Procedure - classifying mail

Classify mail by subject matter of the correspondence as given in E. below.

E. List of subject matter under EICS

The following shows the types of subject matter controlled by EICS, their assigned codes and applicable procedure references.

POMS/SUBJECT MATTER SUBDIVISION CODES
GN 03300.000 - Disclosure/Confidentiality of Information Letter Forwarding (Humanitarian/Monetary)
Whereabouts Requests
LF
 
WH
RM 01300.000 - Requests for Earnings, Insured Status, and Benefit Estimate Information 7004 Exceptions 04
RM 01400.000 - Furnishing Earnings Information Freedom of Information
Act Requests
Pension Fund
Privacy Act Requests
FE
 
PF
PI
RM 02500.000 - Unidentified Earnings Items Form SSA-1002
SSA-4002 C1 Unsolicited Reinstating
Information (URI)
GM
ES
 
ES
RM 03800.000 - Earnings Problems Disagreements, District Office Scouting Requests, Forms SSA-7000-U5, or
SSA-7010-U5 DI
IRS Scrambles IR
Scrambled Wage Cases SW
RM 05000.000 - Correspondence - Filing, Control, Monitoring General Miscellaneous,
Undeliverables
Earnings Information Extracted from OCRO Records via an Electronic Process
GM
 
RE
Miscellaneous Procedure Manuals Black Lung
Forms SSA-2765 C1,
BL
ED
SSA-3365, SSA-4002 C1 Hearings Record HR
Railroad RR
Unblocked Specials UN

NOTE: Sensitive correspondence should be coded according to the type of request received (e.g., Disagreement = DI).


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0105015002
RM 05015.002 - Sorting Incoming Mail - EICS - 01/13/1997
Batch run: 02/06/2015
Rev:01/13/1997