I-4-1-62.Certified Administrative Record Duplication

Last Update: 12/1/14 (Transmittal I-4-35)

A. Verifying Information

After assembling the certified administrative record (CAR), the court records assistant (CRA) must complete a “Request for Reprographics Services” form and forward the case to the reprographics staff. When the file arrives in reprographics, a control clerk enters the case for tracking. The control clerk must also verify that the information shown on the request form, especially the claimant's name and Social Security number, matches that shown on the claim file and that each record includes a signed certification form.

If there are any discrepancies, the reprographics staff will call the Court Case Preparation and Review Branch (CCPRB) that sent the case and resolve the inconsistencies. If the discrepancy cannot be resolved by phone, the reprographics supervisor will return the file to the branch chief in the CCPRB, noting the discrepancies. The reprographics staff must also review the request form to determine if the case is aged and requires immediate processing. The case is then assigned according to priority for the preparation of the CAR.

B. Preparing the Record

1. Paper Claim(s) File

a. Prepping the File

Preparing the record is a multi-stage process. In the first step, known as prepping the file, reprographics staff must:

  • Make one photocopy of the CAR from the original documents (one-sided copy);

  • Check each photocopied page for proper pagination and for duplication quality;

  • Copy the request form and place it on top of the CAR;

  • Clip the certification forms to the left side of the folder; and

  • Clear the file for final copying.

b. Producing Additional Copies

To produce additional copies, reprographics staff must:

  • Photocopy the prepped copy of the CAR for the additional copies;

  • Review the first copy duplicated to check for quality; and

  • Insert each copy of the CAR into the paper drill machine and punch three holes in the CAR.

c. Binding

Before binding, reprographics staff must check all photocopies of the CAR for reproduction quality and pagination errors and verify that the claimant's name is correctly shown on the certification. To complete binding, reprographics staff must:

  • Place one copy of the certification on top of each CAR and place each CAR in a binder;

  • Place the record that contains the certification with the raised official seal on top of the other copies unless the case is a special priority handling case; and

  • Put the CAR on the mailing table for CCPRB staff to pick up and mail to the U.S. Attorney's Office.

d. Critical Cases

In critical cases (see Hearings, Appeals and Litigation Law manual I-4-3-43), after the binding is complete, reprographics staff must track the completion of the CAR photocopying, date the requisition form, and call the appropriate CCPRB to advise them that the CAR is complete. The CCPRB must immediately send a staff member to pick up all files.

2. Electronic Claim(s) File

Reprographics staff will receive a compact disc (CD) of the CAR with a request form attached. Reprographics staff will:

  • Receive the request form in the reprographics tracking system;

  • Assign the work tasks to the reprographics operator for printing;

  • Upload the information from the CD to the print drivers and request required number of copies;

  • Check copies to ensure all pages are included;

  • Bind required copies according to request order; and

  • Put the CAR on the mailing table for CCPRB staff to pick up and mail to the U.S. Attorney's Office.