Always include such citation of the original transmittal in “corrected copy” annotations. No annotation is made on a corrected document when an error is detected and corrected before the original has been forwarded to NMPC or NAVFINCEN. Corrected documents resubmitted to NMPC are forwarded in a separate transmittal as group VI documents.
TRANSMITTAL OF OCR DOCUMENTS
All original OCR data input documents are always transmitted to NMPC by admin offices and to NAVFINCEN by disbursing offices. They are forwarded under cover letters prepared with an OCR typewriter on a Transmittal Letter, NAVCOMPT Form 3051, which is a four-part set. Input documents on NAVCOMPT forms are scanned at NAVFINCEN and those on NAVPERS forms at NMPC, with the exception of the Dependency Application/Record of Emergency Data, NAVPERS 1070/602, the original copy of which is transmitted by the disbursing officer to NAVFINCEN for scanning. The personnel office should never forward scannable documents to NAVFINCEN; those to be so scanned are submitted to the local disbursing officer for transmittal. Instructions for preparing the scannable transmittal letter to accompany OCR documents sent to NMPC are contained in PAYPERSMAN, part 9, chapter 4.
Distribution of Transmittal Letter
The original and first two carbon copies of the scannable transmittal letter accompany each submission of OCR documents to NMPC. The third carbon copy is filed with the retained copies of the transmitted documents. NMPC will acknowledge receipt by returning a copy of the transmittal letter and a document control listing.
Local Transmission Letters
In the transmission of OCR documents between their offices, admin and disbursing offices use locally prepared forms. Local transmittal letters are forwarded in duplicate, with the copy being returned in acknowledgment if the transmittal is correct.
OCR DOCUMENT CONTROL PROCEDURES
Suspense Files
The admin office keeps two OCR suspense files. One contains the retained copies of input documents sent to NMPC, together with copies in chronological order of the scannable transmittal letters that accompanied them and the document control letters received from NMPC. The other file consists of the retained copies of documents sent to the disbursing office, along with the acknowledged copies of the local transmittal letters in chronological order. The suspense files provide a record of documents submitted and facilitates the verification of automated reports received. Material in these files may be destroyed after 60 days if no follow-up action is required.
Document Control Listing
The document control listing (DCL) is furnished by NMPC on receipt of each transmittal of OCR documents. The DCL, which lists all the documents in the particular transmittal, serves to verify the number of documents received, to indicate any errors in them, and to provide the identifying document serial number assigned to each document by NMPC for use in any future reference to the document. This serial number must be used in any correspondence to NMPC concerning a particular document.
When a DCL is received, promptly verify it against the suspense file and take any indicated corrective action. Upon completing verification, file the DCL with the retained copy of the transmittal letter in the suspense file. The first step in verification is to match the OCR processing count shown in the DCL with the document count in the transmittal letter. If the two counts do not agree or if document errors are listed in the DCL, proceed as described below.
ADMIN OFFICE MISCOUNTED.— If the document count in the transmittal letter was wrong and the DCL agrees with the suspense file, note the proper count on the retained copy of the transmittal letter. No further action is required.
ORIGINAL NOT FORWARDED.— If the DCL shows fewer documents than those on file, and if the original of a document was not forwarded, remove the original and copy of the document from the suspense file, correct the document