Documents and Actions

The Case Officer keeps submitted files beside the case and records whether each document has been verified. A title, document date and external reference help a reviewer locate the original evidence. The person who verified the document is recorded separately. When more work is needed, a follow-up action names the task, the responsible person and a due date. Its status distinguishes open work from work in progress, completed work and cancelled work.

A case document holds the submitted attachment or external reference, its title and document date. The verification mark and verifier show what the team has checked. Case actions gives the Case Officer a way to assign a question about that evidence to a person with a due date. Its status and resolution explain whether the question remains open or was settled. The reviewer can then read the document and related action in the context of the case revision.

• Record. A case document holds the submitted attachment or external reference, its title and document date.
• Review. Agree how officers name documents and whether each item needs an attachment, an external reference or both.
• Handoff. The Authorized Reviewer should be able to see which document was checked and by whom, and which follow-up action remains open.

Agree how officers name documents and whether each item needs an attachment, an external reference or both. A verification mark should follow inspection of the actual evidence. Decide who can verify an item and how the verifier is recorded. For follow-up actions, agree who assigns the person, how a due date is chosen and what explanation belongs in the resolution when the action is complete.

Take an application with a missing clarification. Attach the first document and record its source. Assign an action to the person who can obtain the clarification. Leave it open while the question remains unresolved. After the response arrives, close the action with a resolution and have the verifier inspect the document before review.

Take a case that arrived with an attachment requiring review. Add the document, record its external reference and assign a verifier. Create a follow-up action for a missing clarification and assign it to a team member. Check that the action remains open while the evidence question is unresolved. When the clarification arrives, complete the action with a resolution and review the document before the case moves on.

The Authorized Reviewer should be able to see which document was checked and by whom, and which follow-up action remains open. A completed action without a resolution gives no useful reason to trust the handoff. If a later document changes the evidence, identify the successor case revision before asking for another decision.

• Documents to verify — Find files whose verification mark is No.
• Open follow-up actions — Check assignees and due dates for unfinished questions.

Follow case review from preparation to independent decision. Use delivery and correction when an approved outcome needs execution or an earlier revision needs correction.