The contract scanner retains contract scanned documents for 15 days from scan date.
Documents stored by the contractor may be recalled or rescanned if needed during the
retention period (see Contract Scanning Procedures - DI 81020.045).
If the contract scanner returns the source document to the DDS, the DDS will determine
if the document is accessible in the CEF and then destroy the paper copy.
The contract scanner forwards documents to the DDS that contain one or more of the
original items listed below and an “S” in the barcode (see DMA Barcodes and Document
Indexing - DI 81020.035). The documents are mailed in an envelope with a yellow label affixed which reads
“Original Document Retrieval”:
The DDS will determine if the evidentiary documents were requested by the DDS. If
so, the documents should be returned to the claimant directly.
If the DDS did not request the evidentiary documents that were submitted to the DDS,
the documents should be returned to the servicing field office. Prepare a routing
slip with the following remark: “The attached proof was sent to the DDS by the claimant.
Please return the document to the claimant as appropriate.”
NOTE: The appropriate DDS is determined by the PO Box from which the document was received.
The DDS will determine whether or not it requested the original document. If the DDS
did not request the original document, the DDS will forward the document to the servicing