8 FAM 1206
Tranmission of Files to Records Services
8 FAM 1206.1
Monthly Transmittal of Application Forms for Posts
(CT:CITZ-18; 04-09-2019)
(Office of Origin: CA/PPT/S/A)
8 FAM 1206.1-1 Monthly
Transmittal Of Paper Passport Applications
(CT:CITZ-18; 04-09-2019)
a. Monthly shipment of
passport applications and supporting documents is essential to creating ACRQ
and archival records in a timely manner. Post must return applications at least once a month regardless of the number of applications processed at
post. Posts with large volume may elect to send applications and supporting
documents to Passport Services' Office of Technical Operations, Records
Services Division (CA/PPT/S/TO/RS) more frequently than once per month.
b. Approved applications
must not be shipped to CA/PPT/S/TO/RS for scanning and filing until post has received the
passports from the United States, and has determined they pass quality assurance
(QA). Only after receiving the passport book and
the book passes a QA check, should post send
the paper application
and necessary supporting documents to CA/PPT/S/TO/RS.
It is not necessary to keep an application until the applicant has received the passport.
c. Post must send all
completed paper passport applications and supporting documents, as well as any
related correspondence and/or documentation received after the application is
complete. Applications should be sent regardless of whether the passports were
issued, denied, or if the application was withdrawn. Supporting documents
include, but are not limited to:
(1) Any correspondence
(via letter or email, or any other written correspondence) with the applicant;
(2) The denial letter
from post to the applicant, if denied;
(3) Correspondence with
other Department offices about the case; and
(4) Guidance provided
by CA/PPT or CA/OCS.
d. A cover memo that
states what the documents are and includes the post name, lists the passport
application numbers, and that has been verified/initialed by a consular officer
must be included in the shipment. Post must email a copy of the cover memo to
Record Services at PRISM_SHIPMENT@state.gov.
e. Emergency
photo-digitized passport and overseas
photo-digitized passport passport applications must be sent under
separate cover memos, but may be combined in these monthly shipments. Denied and withdrawn passport applications must be sent
separately.
f. Send all paper
applications and supporting documents to CA/PPT/S/TO/RS for filing by
unclassified registered pouch (see 8 FAM 105.1).