8 FAM 1206
Transmission of Files to Records Services
8 FAM 1206.1
Monthly Transmittal of Application Forms for Posts
(CT:CITZ-106; 05-08-2024)
(Office of Origin: CA/PPT/S/A)
8 FAM 1206.1-1 Monthly Transmittal Of Paper Passport Applications
(CT:CITZ-89; 12-08-2022)
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 Records Management, Record Creation and Retention Division (CA/PPT/S/RM/RCR) more frequently than once per month.
b. Approved applications must not be shipped to CA/PPT/S/RM/RCR 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/RM/RCR. 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 Applications should be sent regardless of whether the passports were issued, denied, or if the application was withdrawn.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 CA/PPT/S/RM/RCR at PRISM_SHIPMENT@state.gov.
e. Emergency passport and overseas photo-digitized 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 Denied and withdrawn passport applications must be sent separately.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/RM/RCR for filing by unclassified registered pouch (see 8 FAM 105.1).