Effective Dates: 01/11/2022 - Present

Identification Number:
EM-22002
Intended Audience:RCs/ARCs/ADs/FOs/WSUs/TSCs/PSCs/OCO/
OCO-CSTs
Originating Office:DCO OPSOS
Title:Temporary Extension of Timeframe for Shredding Original Evidence Documents Associated with Undeliverable Mail
Type:EM - Emergency Messages
Program:All Programs
Link To Reference:See References at the end of this EM.
 

Retention Date: 07/12/2022


A. Purpose
This Emergency Message (EM) provides information and instructions to components that receive undeliverable mail that contains original evidence documents. This EM provides a timeframe for shredding these documents when efforts to locate the individual are unsuccessful.

B. Background
Currently, when a component receives mail as undeliverable, and it contains original evidence documents (e.g., driver’s license, birth certificate, U.S. passport), technicians develop for the person’s current (valid) address. When efforts to locate the individual are unsuccessful, these documents are shredded after 30 days.

Operations has experienced increased mail volumes due to COVID-19. Temporarily extending the timeframe in RM 10205.093B. and providing a timeframe for all returned original evidence documents allows additional time to locate the individual, return their original evidence documents and avoid premature shredding of these documents.

C. New Timeframe
Effective immediately, the timeframe is extended from 30 days to six months for undeliverable mail that includes original evidence documents, including those submitted with an SSN application.

Follow current instructions in RM 10205.093B, GN 02605.055 and GN 02605.060 to locate the individual. If efforts to locate the individual are unsuccessful, hold the original evidence documents for six months. If there is no further contact with the individual within the six-month timeframe, examine document for return instructions to the issuing agency. Send U.S. passports back to the U.S. Department of State:

          U.S. Department of State
          Consular Lost and Stolen Passport Unit (CLASP)
          CA/PPT/S/TO/LE
          44132 Mercure Circle
          PO Box 1227
          Sterling, VA 20166-1227


Once efforts to return the document to the individual or issuing agency have been exhausted, shred the original evidence documents and any associated materials.

D. Storage of Original Documents
Refer to AIMS MRM 02.08 Management Policies for the Security of Incoming and Outgoing Mail

Direct all program-related and technical questions to your Regional Office (RO) support staff via vHelp. RO support staff may refer questions, concerns, or problems to their Central Office contacts.

References

RM 10205.093 Undeliverable Mail Includes Evidence Documents Submitted with an SSN Application

GN 02605.055 Title II Undeliverable Mail-Change of Address (COA)

GN 02605.060 Title XVI Undeliverable Notices

AIMS MRM 02.08 Management Policies for the Security of Incoming and Outgoing Mail


EM-22002 - Temporary Extension of Timeframe for Shredding Original Evidence Documents Associated with Undeliverable Mail - 01/11/2022