8 FAM 1206.4
Transmittal of Passport Applications from Passport Agencies/Centers
(CT:CITZ-89; 12-08-2022)
(Office of Origin: CA/PPT/S/A)
8 FAM 1206.4-1 Introduction
(CT:CITZ-89; 12-08-2022)
a. Passport Services' Office of Records Management, Record Creation and Retention Division (CA/PPT/S/RM/RCR) is responsible for the management, retrieval, and oversight of all information gathered during the passport application process. This subchapter provides guidance for passport agencies/centers on shipping passport applications to CA/PPT/S/RM/RCR.
b. When shipping passport applications, passport agencies/center should:
(1) Pack records/cases neatly in boxes. Please do not under- or over-pack;
(2) Make sure passport applications have all attachments before shipping. Otherwise, the documents must be rescanned;
(3) Remove all documents that should be returned to the applicant. Retrieving a document from the archives is expensive and time consuming;
(4) Place the passport applications in opaque plastic bags prior to inserting into the shipping box (see Section 1.1 of the Internal Controls Guide for Employees);
(5) Please do not send general or informational correspondence. Passport agencies/centers must handle their own correspondence. CA/PPT/S/RM/RCR can only provide information as it applies to obtaining consular vital records or archiving; and
(6) Ship records to the correct facility. CA/PPT/RM/RCR is distinct from the Washington National Records Center. The Washington National Records Center (WNRC) is part of the National Archives & Records Administration.
c. Please note all retained passports should be forwarded to the Consular Lost and Stolen Passport Staff (see 8 FAM 105.1-3(C)).
8 FAM 1206.4-2 Issued Applications
(CT:CITZ-89; 12-08-2022)
a. If the passport applications have been issued and have been through the Passport Record Imaging System Management (PRISM) and are ready for archiving:
(1) Use only archive boxes;
(2) Label boxes with accession data from PRISM;
(3) Ensure that the label and box contents match; and
(4) Ship the archive boxes to:
|
All Agencies Except for Charleston Passport Center (CPC), National Passport Center (NPC), and Western Passport Center (WPC)
U.S. Department of State Record Creation and
Retention Division 44132 Mercure Circle
CPC, NPC, and WPC
WNRC 4205 Suitland Road, |
b. If the passport applications have been issued but have not yet been through PRISM:
(1) Use archive or lockbox boxes;
(2) Label boxes with the passport agency's/center's name;
(3) Remove extraneous paper (such as duplicate copies, blank pages, form instruction sheets, etc.) and duplicate photographs;
(4) Neatly fill boxes with applications; and
(5) Ship the boxes to CA/PPT/S/RM/RCR using the exact address including street address, P.O. box number, and nine-digit zip code:
|
U.S. Department of State Record Creation and
Retention Division 44132 Mercure Circle |
8 FAM 1206.4-3 Denied or Withdrawn Applications
(CT:CITZ-89; 12-08-2022)
For denied or withdrawn applications:
(1) Use archive or lockbox boxes (you may also use FedEx boxes);
(2) Label with boxes with the passport agency/center name and the word "Denied" or "Withdrawn;"
(3) Remove extraneous paper, photographs, etc.;
(4) Neatly fill boxes with applications; and
(5) Ship the boxes to CA/PPT/S/RM/RCR at the address above.
8 FAM 1206.4-4 Passport Lookout Tracking System (PLOTS) or the Enterprise Case Assessment Service (ECAS)
(CT:CITZ-89; 12-08-2022)
For passport applications related to PLOTS/ECAS:
(1) Use archive or lockbox boxes;
(2) Label boxes with the accession data from PLOTS/ECAS. (This is placeholder data, but can help identify the box before the real accession data gets assigned.);
(3) Label boxes with the passport agency/center name and the word PLOTS or ECAS; and
(4) Ship the boxes to CA/PPT/S/RM/RCR at the address above.