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[Category]
U.S.A. Department of States Foreign Affairs Manual (9 FAM VISAS of DOS. ̱ ѹ̱ ó Ŵ)
  • ̱̹δ
  • U.S.A. Immigration PRACTITION TIP (̱ ̹ ǹ Tip)
  • U.S.A. Defense Service for Immigration Fraud and Crime (̱ ̹ ȣ, ڹ )
  • U.S.A. Defense Service for Immigration Application Fraud Offenders (̱ ̹νû ȣ, ڹ )
  • U.S.A. C VISA (̱ ܱ )
  • U.S.A. DHS USCIS Adjudicator's Field Manual (AFM ̱ Ⱥ ̹α ̹νɻ Ŵ)
  • U.S.A. Department of States Foreign Affairs Manual (9 FAM VISAS of DOS. ̱ ѹ̱ ó Ŵ)
  • U.S.A DOL Permanent Labor Certification Process (Program Electronic Review Management. PERM ̱ 뵿 ֱ )
  • U.S.A. Korea-Based Consular process(DOS. ̱ ̱ )
  • U.S.A. E1 & E2 Temporary Visa (̱ ܱ )
  • U.S.A. F visa (̱ л )
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  • U.S.A. WAIVER for Removal by Deportability & Inadmissibility (̱ Ա Ա ߹ )
  • üⰣ(NIV EOS)
  • U.S.A. Non-Immigrant Visa Change of Status (NIV COS. ̱ ̹ι źк)
  • U.S.A. Removal by Inadmissibility (̱ Ա Ա)
  • U.S.A. Removal by Deportability (̱ Ա ڿ ߹)
  • U.S.A. Removal of condition for Conditional LPR( ̱ Ǻ ȥֱڿ Ǻ ̹οֱ )
  • U.S.A. National Interest Waiver for EB-2 Immigrant Visa (NIW. ̱ EB-2 ̹κ ͸ α׷)
  • U.S.A. Employment-Based Immigration(̱ ̹ )
  • U.S.A. Family-Based Immigration(̱ ̹ )
  • U.S.A. Adjustment of Status to LPR (AOS. ̱ źк濡 ֱ û)
  • U.S.A. EB-5 Visa (̱ ̹ ֱ)
  • U.S.A. Deferred Action for Childhood Arrivals (DACA), Deferred Action for Parents of Americans(DAPA)(̱ ûҳ ߹濬⺸ȣ, ùαڳ θ߹濬⺸ȣ)
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  • U.S.A. USCIS Administrative Appeals Office Process (̱ USCIS Ǽ AAO Һ )
  • U.S.A. Appeal to District Court (̱ ׼ )
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  • U.S.A. Board of Immigration Appeals Process (BIA. ̱ ̹װǼ )
  • U.S.A. Immigration and Customs Enforcement Process (DHS ICE. ̱ ̹ μ )
  • U.S.A Removal - Basics (̱ ߹ )
[Category]
U.S.A. Department of States Foreign Affairs Manual (9 FAM VISAS of DOS. ̱ ѹ̱ ó Ŵ)


[Title]
9 FAM 601.6 MAINTAINING VISA FILES, RECORDS, AND INFORMATION
Start →


9 FAM 601.6

MAINTAINING VISA FILES, RECORDS, AND INFORMATION

(CT:VISA1; 11182015) (Office of Origin: CA/VO/L/R)



9 FAM 601.61
VISARELATED FILES, RECORDS AND INFORMATION

(CT:VISA1; 11182015)

See 7 FAH1 H450 for additional information on consular files and records.


9 FAM 601.61(A)
Visa Case Files

(CT:VISA1; 11182015)
(Previous location: 9 FAM Appendix F 201(b)(partial); CT:VISA1501 0903
2010)

a. Case Files:

Case files contain material relating to specific individual cases.
Material in a case file should be arranged in chronological order, with the most recent item on top.

(Previous location: 9 FAM Appendix F 201(a); CT:VISA1501 09032010)

b. Paperless Files:

(1) The introduction of the Form DS160, Electronic Application for Nonimmigrant Visa, and the Form DS260, Online Application for Immigrant Visa and Alien Registration, will largely eliminate the requirement for posts to maintain paper files of visa records. Some posts will continue to maintain some historic paper files, although the general trend is towards more efficiently stored and retrieved paperless files.

(Previous location: 9 FAM Appendix F 202; CT:VISA1021 09152008)

(2) The large size of many visa records, particularly IV cases, makes it particularly important that posts adhere strictly to records disposition guidelines for these cases.

(a) NIV Files:

For NIV cases, the consular officer must return to the applicant all documents not pertinent to the refusal or indicative of possible ineligibility. Letters and other documents addressed to an officer or the post should be retained and either filed or destroyed with the refusal file in accordance with the Foreign Records Disposition Schedule for Visa Service. See 9 FAM 601.62 for additional guidance on handling NIV case files and records.

(b) IV and DV Files:

Posts retain no paper record of immigrant visas issued. All records for issued cases are retained in the automated

system. Documents retained in pending, inactive, and refused cases should be pared to the minimum necessary under regulation, and case files should be destroyed or otherwise disposed of as provided for in the Records Disposition Schedule. See 9 FAM 601.63 for guidance on handling IV and DV case files and records.

(Previous location: 9 FAM Appendix F 201(e); CT:VISA1501 09032010)

c. Case files are generally organized and located by function and type. In a small consular section, all active cases might be filed together while in a larger one they might be separated by function (NIV, IV or DV; issuance; type of refusal; etc.).

(Previous location: 9 FAM Appendix F 201(d); CT:VISA1501 09032010)

(1) Issued NIV issuances and 214(b) and 221(g) refusal files are generally batched in chronological order. See 9 FAM 601.62 for additional guidance on handling NIV case files and records.

(2) At most posts, IV cases are now filed sequentially using the National Visa
Center (NVC)assigned case number. See 9 FAM 601.63 for guidance on handling IV and DV case files and records.

d. Case files are indexed through the NIV and IV automated applications.

(Previous location: 9 FAM Appendix F 201(b)(partial); CT:VISA1501 0903
2010)

e. Employees responsible for filing must be thoroughly familiar with the English alphabet to avoid misfiling and the consequential loss of case records.


9 FAM 601.61(B)
AZ Files

(CT:VISA1; 11182015)
(Previous location: 9 FAM Appendix F, 201(c); CT:VISA1501 09032010)

a. For papers
        a) related to a visa applicant
        b) that arrive at post
                i) prior to the creation
                        A) of the electronic file, and
        c) which cannot be given or returned
                i) to the applicant
                ii) for personal retention,

1) posts must establish an AZ case file.

These cases are usually filed                
        a) in alphabetical order and

1) therefore sometimes referred to
        a) as AZ files.

b. See 9 FAM 303.2
        a) for guidance
                i) on how to properly alphabetize AZ files (naming conventions).


9 FAM 601.61(C)
Visa Subject Files

(CT:VISA1; 11182015)
(Previous location: 9 FAM Appendix F 301(b); CT:VISA1021 09152008)

a. Visa Subject Files Introduction:

(1) Each visaissuing office should maintain subject files
        a) (CVIS files)
        b) relating to general visa
                i) operations,
                ii) programs,
                iii) policies,
                iv) procedures, or
                v) concepts.

The subject files
        a) must conform to the instructions
                i) provided in 5 FAH3, TAGS/Terms Handbook and
        b) should be arranged
                i) alphabetically
                ii) as stated in 5 FAH3 (see also paragraph b below).

(Previous location: 9 FAM Appendix F 301(a); CT:VISA1021 09152008)

(2) Subject files are important references
        a) for policy, precedent, and procedural information
                i) that are not codified
                        A) in the Foreign Affairs Manual.

They are
        a) where information is filed
                i) that is general in application
                        A) rather than specific to an individual case.

This may include
        a) ALDACs and
        b) other cables about
                i) laws,
                ii) regulations,
                iii) procedures, and
                iv) reporting requirements;
        c)correspondence
                i) with local authorities; and
        d) internal memoranda
                i) about policy and procedures.

        a) Copies or
        b) extracts
                i) of information
                        A) regarding individual cases
                ii) that contain useful policy or precedent information
                        A) of general application

1) may also be filed
        a) in a subject file.

(Previous location: 9 FAM Appendix F 301(d); CT:VISA1021 09152008)

(3) A separate similar subject file must be maintained
        a) for classified materials.
(See 9 FAM 601.61(F).)

A crossreference
        a) to the existence of a classified file

1) must be prominently placed
        a) in the corresponding unclassified subject or case file
2) to ensure that
        a) classified information is not overlooked.

b. Subject File Divisions and Subdivisions:

(Previous location: 9 FAM Appendix F 301.1; CT:VISA1021 09152008)

(1) Organization of Subject Files:

Subject files are organized
        a) using
                i) TAGS and
                ii) TERMS,
        b) as outlined in 5 FAH3, the TAGS/Terms Handbook.

The seven consular TAGS provide the broad classification

1) while primary subdivisions are identified
        a) using TERMS.

Further subdivisions
        a) under TERMS

1) are made
        a) using secondary or tertiary terms.

Persons
        a) responsible for filing policy, precedent, and procedural information

1) need to be thoroughly familiar with the TAGS/TERMS system
        a) to ensure
                A) information is identified and filed effectively;
        a) in other words,
                B) so that it can be found when needed.

Copies of
        a) some ALDACS or
        b) other records
                i) covering more than one subject

1) may need to be filed
        a) in more than one place
                i) (or clearly crossreferenced)
        b) to ensure that
                i) the information is readily available as needed.

(2) Use of File Dividers:

Posts should use file dividers
        a) to set apart subjects
                i) that require subdivisions,
        b) such as
                i) IMMIGRANT,
                ii) INELIGIBILITY, and
                iii) NONIMMIGRANT.

A breakdown
        a) of folders

1) might consist of the following subject areas:

        (a) IMMIGRANT,
                i) with secondary terms
                        A) such as
                                I) CONDITIONAL,
                                II) SPECIAL,
                                III) EMPLOYMENTBASED FIRST PREFERENCE, etc.;

        (b) INELIGIBILITY,
                i) with separate folders
                        A) for
                                I) the individual grounds,
                                        (a) (1), (2), (3), etc., or
                                II) generic grounds,
                                        (a) CRIMINAL, MEDICAL, SECURITY, etc.; and

        (c) NONIMMIGRANT,
                i) with a breakdown
                        A) of business, student, visitor, etc.

(Previous location: 9 FAM Appendix F 301.2; CT:VISA1021 09152008)

(3) Secondary Terms:

Using more than one secondary term may be necessary
        a) to refine the files further.

As stated above,

the dividers would be marked
        a) IMMIGRANT,
        b) INELIGIBILITY, and
        c) NONIMMIGRANT.

The folders
        a) within those areas of the files

1) would bear both
        a) the primary term and
        b) the secondary term or terms,
                i) making it easier to return guidance

material folders to the files.

c. Setting Up Visa Subject File Folders:

(Previous location: 9 FAM Appendix F 302; CT:VISA1021 09152008)

(1) No Empty Folders:

The subject file should not have any empty folders.

Posts should set up a folder

1) only if or when guidance material
        a) in some form

    is received
        a) (for example,
                i) a guidance telegram or
                ii) a Standard Operating Procedures (SOP) memorandum
                        A) written for the files
                                I) by a supervising officer).

(Previous location: 9 FAM Appendix F 303; CT:VISA1021 09152008)

(2) Limiting Subject Files to Guidance Materials:

The Department emphasizes that, while communications concerning individual cases will use the same primary and secondary terms, posts should file only communications containing guidance for general use in the CVIS subject file; i.e., copies of communications regarding individual cases which contain information of general application might be filed in subject files.

(Previous location: 9 FAM Appendix F 304; CT:VISA1021 09152008)

d. Retention of Material in Subject Files:

(1) The material in the general visa subject file should be retained for as long as it serves a useful purpose. Although some telegrams technically
expire 30 days from date of issuance, posts should retain such materials until they are superseded by Change Transmittals (formerly Transmittal Letters or TLs) incorporating the guidance material into 9 FAM. Posts may remove cancelled communications from their subject folders either at that time or during the next annual review of files material.

(Previous location: 9 FAM Appendix F 307; CT:VISA1021 09152008)

(2) Posts must retain copies of treaties and reciprocal agreements and all communications amending or interpreting them as long as the treaty or agreement is in effect.


9 FAM 601.61(D)
Chronological (Chron) Files

(CT:VISA1; 11182015)
(Previous location: 9 FAM Appendix F 306; CT:VISA1021 09152008)

a. A chronological file,
        a) or what is commonly known
                i) as a chron file,

1) is a temporary file
        a) of copies of documents
        b) in chronological order
        c) kept in addition to the originals
                i) filed in
                        A) the subject or
                        B) case
                                I) files.

For maximum utility,

posts should mark
        a) on the visa sections chronological copies
        b) the terms
                i) under which the subject file copies have been filed.

(1) Every post should maintain a chron file
        a) of all incoming ALDAC telegrams
                i) on consular affairs.

All current local standard operating procedures (SOPs) should also be maintained
        a) in a chron file.

(2) Maintaining copies of other communications chronologically is optional but may be of help in locating information when the exact subject is uncertain. Posts should avoid routinely keeping chron files for all types
of correspondence as their maintenance often consumes more labor than they save.

(3) Individual officers may wish to keep their own chron files of unclassified items (cables, memos, letters, etc.) which they have drafted. This is useful for the officer at Employee Evaluation Report (EER) time.

b. Visa sections should maintain their own chronological files, in addition to the chronological files kept in the posts Central Records Unit.


9 FAM 601.61(E)
Administrative Files

(CT:VISA1; 11182015)
(Previous location: 9 FAM Appendix F 301(c); CT:VISA1021 09152008)

Administrative files
        a) containing operational housekeeping records,
        b) such as
                i) management controls and
                ii) consular fee records,
                iii) operational reports on consular activities,
                iv) personnel actions, etc.,

1) should be filed
        a) as Consular Management (CMGT) files
                i) rather than CVIS in many cases.


9 FAM 601.61(F)
Classified or Administratively Controlled Visa Files

(CT:VISA1; 11182015)
(Previous location: 9 FAM Appendix F 401; CT:VISA1021 09152008)

a. Separate Files:

Posts must file all visa material classified Confidential or higher, or designated Sensitive But Unclassified (SBU) separately from unclassified visa material. They must safeguard such material in accordance with applicable security regulations.

(Previous location: 9 FAM Appendix F 402; CT:VISA1021 09152008)

b. Files Organization:

Posts must divide the classified visa files into subject files and case files as set forth in 9 FAM 601.62(C), 601.63, and 601.64.

(Previous location: 9 FAM Appendix F 404; CT:VISA1021 09152008)

c. Minimizing Volume of Classified Materials:

In order to keep down the bulk of classified visa files and to lessen the possibility of classified material being misplaced, the Department recommends destroying unnecessary extra copies of documents at the time the record copy of the document is filed.

(Previous location: 9 FAM Appendix F 403; CT:VISA1021 09152008)

d. Transferring Files:

If an aliens file is to be transferred to another post, the post should send the classified and unclassified files relating to the alien at the same time, under cover of an appropriately classified communication.

e. Law Enforcement Sensitive Information: See 9 FAM 603.13 for information on protection of Law Enforcement Sensitive information obtained through NCIC namechecks or visa a fingerprint check.

f. See 7 FAH1 H450 for additional information on consular files and records.


← End



[Title]
9 FAM 601.6 MAINTAINING VISA FILES, RECORDS, AND INFORMATION



  774 →   9 FAM 601.11 VISAS AND DNA  
  758 →   9 FAM 601.5 VISA FEES  

1 [2][3][4][5][6][7][8][9][10][11][12][13][14][15][16][17][18][19][20]..[26]   Next →
     
       

[Category]


  • ̱̹δ
  • U.S.A. Immigration PRACTITION TIP (̱ ̹ ǹ Tip)
  • U.S.A. Defense Service for Immigration Fraud and Crime (̱ ̹ ȣ, ڹ )
  • U.S.A. Defense Service for Immigration Application Fraud Offenders (̱ ̹νû ȣ, ڹ )
  • U.S.A. C VISA (̱ ܱ )
  • U.S.A. DHS USCIS Adjudicator's Field Manual (AFM ̱ Ⱥ ̹α ̹νɻ Ŵ)
  • U.S.A. Department of States Foreign Affairs Manual (9 FAM VISAS of DOS. ̱ ѹ̱ ó Ŵ)
  • U.S.A DOL Permanent Labor Certification Process (Program Electronic Review Management. PERM ̱ 뵿 ֱ )
  • U.S.A. Korea-Based Consular process(DOS. ̱ ̱ )
  • U.S.A. E1 & E2 Temporary Visa (̱ ܱ )
  • U.S.A. F visa (̱ л )
  • U.S.A. H visa (̱ ܱ )
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  • U.S.A. WAIVER for Removal by Deportability & Inadmissibility (̱ Ա Ա ߹ )
  • üⰣ(NIV EOS)
  • U.S.A. Non-Immigrant Visa Change of Status (NIV COS. ̱ ̹ι źк)
  • U.S.A. Removal by Inadmissibility (̱ Ա Ա)
  • U.S.A. Removal by Deportability (̱ Ա ڿ ߹)
  • U.S.A. Removal of condition for Conditional LPR( ̱ Ǻ ȥֱڿ Ǻ ̹οֱ )
  • U.S.A. National Interest Waiver for EB-2 Immigrant Visa (NIW. ̱ EB-2 ̹κ ͸ α׷)
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  • U.S.A Removal - Basics (̱ ߹ )

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