TN 15 (08-05)

A. Policy - SSA-3944, Master Control Roster

In the FO, the Remittance Supervisor, immediately upon receipt of a shipment of SSA- 1395-BK receipt books, will complete Form SSA-3944, Master Control Roster.

Receipt book usage has diminished under the Debt Management System (DMS), but safeguards must remain in place to monitor book usage and to maintain control. Because of the automated receipt process in DMS, FOs will rarely, if ever, use a volume of books necessary to meet the requirements for shipping to the Federal Records Centers (FRC). (AIM MRM Chapter 7, Records Management Handbook, states that a shipment must be one cubic foot.)

After holding the completed books for a minimum of one year, the books will be sent to a central point, to be determined by local management (e.g., the area director (AD)), which will accumulate the books until they gather the required volume for shipment to the FRC.

When sending completed books to the FRC, the AD’s office or AD designated accumulation point, the Remittance Supervisor will complete the DATE SHIPPED TO AD/FRC section of the MCR. The MCR will continue to be used by the individual FO, as well as the AD, to control the books for shipment to the FRC.

The MCR will continue to be used by the individual FO, as well as the AD, to control the books for shipment to the FRC. If completed books are over 6 years 3 months old, they may be destroyed by the FO manager, because that is the full duration that the FRC would keep them. When destroyed by the FO manager, annotate “Shredded by FO” in column 7 of the MCR along with the date.

B. Exhibit - Form SSA-3944 Master Control Roster

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C. Procedure - FO

The chart below explains how to complete each field on Form SSA-3944, Master Control Roster. (The Remittance Supervisor will immediately upon receipt of a shipment of SSA-1395-BK receipt books, complete items 1-3.) Process as follows:

1. First Serial No. Last Serial No.

Enter the first receipt number on the broken line and the last receipt number on the following solid line.

2. DO Code

Enter the DO code.

3. Date Books Received

Enter the date the receipt books are received in the FO.

4. Date Book Completed

Enter the date that the last outstanding receipt was verified.

REFERENCE: Verifying Completed SSA-1395-BK Receipt Books, GN 02403.135.

5. Date Shipped to AD/FRC

Enter the date that the completed SSA-1395-BK receipt book was shipped to the Area Director or whichever location is to be the site for accumulating the used books. Enter AD in the block with the date if shipped to the AD or other designated office. Enter FRC in the block with the date if shipped to the FRC. The date should be a minimum of one year after the date in the DATE BOOK COMPLETED block.

6. FRC Accession No.

Update the roster with the assigned accession number and box number. The AD will provide this information (see GN 02403.095D.) via copy of their roster when they receive this information from the FRC.

REFERENCE: See the AIMS, MRM, Chapter 7, Records Management Handbook, for SSA-1395-BK transfer procedures and SF-135 exhibit.

7. Date Destroyed By FRC

Update the roster with the date the book is scheduled to be destroyed by the FRC. This is the same date that appears in Block 6i of the SF-135 (the Records Transmittal and Receipt form) and Block 7 of the MCR provided to you by the AD office.

Destroy the SSA-3944 (and the receipt book log retained with it) after all books listed have been destroyed.

The FRC will notify the office from which it received the records of the destruction date approximately 90 days prior to the scheduled date. The FRC destroys the books after a total of 6 years and 3 months

D. Procedure - Area Director or Designated FO (Accumulation Site)

Keep a Master Control Roster for all the offices in the area the AD services and for all receipt books received. When the volume of books meets the FRC requirements, forward them to the FRC and complete the roster for those books.

1. First Serial No. Last Serial No.

Enter the first and last serial numbers from the books received from each FO.

2. DO Code

Enter the DO code of the office sending the books.

3. Date Books Received

Enter the date the book(s) were received from the FO. (When the required volume of books has been gathered, forward them to the FRC. (See the AIMS, MRM, Chapter 7, Records Management Handbook, for SSA-1395-BK Receipt Book transfer procedures and SF-135 exhibit.)

4. Date Book Completed

Not Applicable.

5. Date Shipped to AD/FRC

The date the box of receipts is shipped to the FRC.

6. FRC Accession Code

Enter the accession number, as well as the box number, when received from the FRC. The accession number is located in blocks 6a-c and the box number is in block 6e of SF-135, Records Transmittal and Receipt.

Make a copy of the roster, and mail it to the FO so they can update their records.

7. Date Destroyed By FRC

The date the books are scheduled to be destroyed by the FRC. This is the same date that appears in block 6i of the SF-135 (the Records Transmittal and Receipt form). Make a copy of the roster, and mail it to the FO so they can update their records.

When the retention period has elapsed, the FRC will send the Notice of Intent to Destroy Records to the SSA office which forwarded the records. If that notice is returned as undeliverable (e.g., the FO has closed or moved), the notice will be sent to the appropriate SSA Regional Records Management Coordinator (RRMC). The RRMC will notify the appropriate FO of the pending destruction date. If there is a need for any of the documents, the RRMC will request them from the FRC. Otherwise, the records will be destroyed in accordance with Disposition Authority NC 1-47-85-2, Item 1.

E. Procedure - Recalling the SSA-1395 from the FRC

If a FO needs to retrieve a book from the FRC, contact the designated office to formally make the request. The designated office will request the needed receipt(s) per AIMS, MRM Chapter 07, Records Management Handbook, and will ship the SSA-1395-BK to the FO upon receipt.

F. Procedure - Action to Take When SSA-1395-BK Is Determined To Be Lost

If an FO determines a receipt book cannot be located, take the following steps:

1. Annotate the Master Control Roster and the Receipt Book Log with the date that the receipt book was discovered missing.

2. Attach a write-up of the attempts taken to locate the receipt book.