Electronic Case File Assembly

Because further technical, administrative and procedural action is required on a case after you close it, it’s important that the case file be properly organized.

Proper assembly of the examination case file is the responsibility of the examiner.

All examinations are closed fully electronic. All documents are required to be saved in the RCCMS Office Documents Folder using the TE/GE RCCMS Naming Convention.

Consult with your manager on cases with unique circumstances that might justify closing with a paper case file.

If a paper file is warranted, follow the paper case file assembly guideline provisions folder per IRM 4.70.14.4.2.1.1, Paper Case File Assembly.

All TE/GE functions now index all electronic case files with a file name that starts with the numbers 1-7

Cover documents as "1.FILE NAME" .

This includes special handling notices, transmittal documents, reviewer’s memos, and responses to reviewer’s memos.

If there is a paper case file, include those documents on the front outside of the case file folder and transmittal documents.

Non-disclosure/administrative documents and check sheets as "2.FILE NAME" .

This includes internal administrative documents, referral documents, case check sheets, and other miscellaneous forms or documents not indexed to the workpaper summary sheet in the workpaper section, etc.

If there is a paper case file, include those documents on the left inside of the case file folder.