Maintaining Documents for CDCS Services :

1. Save the envelopes you receive. This is needed to preserve the post-mark. Write on the envelope the day YOU received the document in your mailbox.

2. Always make a copy of the Original.

3. Original documents should be preserved in a folder marked “Originals.”

4. When you receive a document, paper clip the document to any other documents that were contained in the same envelope in which you received them.

5. Original documents should never be written on or highlighted. Do not punch holes in originals.

6. NEVER write on a document. Put Post-its© on documents with your notes.

7. Highlight documents only in YELLOW highlighter. Yellow highlighter will not appear when a document is copied.

8. Never throw anything away.

9. Keep all documents sent to you by Arc. Do not assume that Arc has saved a copy of the document.

10. When the appeal process is over, save all documents you acquired in a box. You may need them in the future.

L:\CDCS 2004\Maintaining Documents Handout[1].doc