In the FO, the Remittance Supervisor, immediately upon receipt of a shipment of SSA-
1395-BK receipt books, will complete Form SSA-3944, Master Control Roster.
Receipt book usage has diminished under the Debt Management System (DMS), but safeguards
must remain in place to monitor book usage and to maintain control. Because of the
automated receipt process in DMS, FOs will rarely, if ever, use a volume of books
necessary to meet the requirements for shipping to the Federal Records Centers (FRC).
(AIM MRM Chapter 7, Records Management Handbook, states that a shipment must be one
After holding the completed books for a minimum of one year, the books will be sent
to a central point, to be determined by local management (e.g., the area director
(AD)), which will accumulate the books until they gather the required volume for shipment
to the FRC.
When sending completed books to the FRC, the AD’s office or AD designated accumulation
point, the Remittance Supervisor will complete the DATE SHIPPED TO AD/FRC section
of the MCR. The MCR will continue to be used by the individual FO, as well as the
AD, to control the books for shipment to the FRC.
The MCR will continue to be used by the individual FO, as well as the AD, to control
the books for shipment to the FRC. If completed books are over 6 years 3 months old,
they may be destroyed by the FO manager, because that is the full duration that the
FRC would keep them. When destroyed by the FO manager, annotate “Shredded by FO” in
column 7 of the MCR along with the date.