Document Log and Destroy is a procedure for processing documents which need to be imaged, assigned
a document locator number (DLN) and processed to the Transaction Log (TDO). Documents which need processing
should be placed in the Document Log and Destroy Basket.
Make sure all documents have one account number. If no account number is present, search the EMF for
an account number and write it in the upper left-hand corner of the document. Mark through any other
account numbers that may appear.
ASSEMBLING “NO ASSIGNMENT” BATCHES
Documents that do not require any additional Status action or that have been previously worked are
sent to be imaged and keyed to TDO in batches that indicate no FTI assignment. These documents
may be C-1’s, employer correspondence, TWC correspondence or Tax forms. Batch header sheets
and separator sheets are used to make the proper description on the Image Viewer and TDO. The
separator sheet labeled OK NO ASSIGNMENT is used to insure that no assignment is made to FTI. It
is important to follow the steps exactly so the batch process may be completed without errors.
Pull all staples and paper clips. Repair any tears on the documents.
Put all odd-sized documents on an 8x10 size sheet of paper and secure with tape.
Pull all Powers of Attorney and give them to the SOU Supervisor.
Documents must be sorted by type of document.
Begin by observing whether the document has an account number. If there is no account number
on the page then you should locate one and write it on the top of the document.
Observe whether it is a single document or a group of documents that need to be keyed together.
Observe whether C-1’s have a front and back side. If either side is missing you must add
a blank C-1 front or back to complete the form. Make sure to write the account number on the
page. The C-1 can be either a duplex version of the form or a two page version. If the
C-1 is not a duplex version of the form make sure there are no marks on the back side of either page
and that the account number appears on each page. If the form is stretched so that all the fields
are not contained within the normal front side and back side then you must alter the form to fit it
within the proper front and back by reducing the size on the copier then cutting the fields and taping
them to the proper area to achieve the correct size.
If a C-1 has additional owners and officers that document must be placed immediately after the back
side of the C-1. Additional business locations follow immediately after the additional owners
and officers if there are any or immediately after the back side of the C-1 if there are no additional
owners and officers.
SEPARATE DOCUMENTS INTO THE FOLLOWING CATEGORIES:
Single or multiple related C-1’s with or without attachments or supporting documents
Status Change Forms
Appeals Decisions
Employer Correspondence (can be copy of C-3 or any other document that needs to be called Employer
Correspondence at this time.
All other documents and forms
ASSEMBLE BATCHES
Single or multiple related C-1’s with or without attachments or supporting documents
- Assemble batch containing no more than twelve C-1’s if there are no other documents or 8 C-1’s if there are other documents. Place a yellow “OK NO ASSIGNMENT” separator sheet on top and attach a blank C-1 Job Batch Header sheet to the front of the batch.
Status Change Forms
- Count out about fifty documents. Place yellow “OK NO ASSIGNMENT” separator sheet on top and attach a KEY AS 197 C-1 Job Batch Header sheet to the front of the batch. Place in red plastic out card to hold the documents in place.
Appeals Decisions
- Group all documents referring to a single account number together. Make sure that each page has the TWC account number on the top of each page. Place an “ACCOUNT CHANGE “ separator sheet on top of each group. Batch groups of account change documents together then place “OK NO ASSIGNMENT” separator sheet on top and attach a KEY AS 340 C-1 Batch Header Sheet to the front of the batch.
Employer Correspondence (can be copy of C-3 or any other document that needs to be called Employer Correspondence at this time.
- Count out approximately thirty five documents. Place a yellow “OK NO ASSIGNMENT” separator sheet on top and attach a blank C-1 Job Batch Header sheet to the front of the batch.
All other documents and forms
- Count out approximately thirty five documents. Place a yellow “OK NO ASSIGNMENT” separator sheet on top and attach a blank C-1 Job Batch Header sheet to the front of the batch.
Gather all no assignment batches and place batches in the basket to go to Scanner Operations for imaging and data entry. Batches are delivered to a designated area in Scanner Operations daily by SOU. Scanner Operations retains the batches until they are picked up by SOU.
