Paper-control procedure

1. Use a bound office paper-continuity register and assign the next controlled paper reference before substantive handling.
2. Record receipt date/time, receiving operator reference, form type, page count, physical-original location, and classification.
3. For protected handling, place identifying/contact and narrative sheets in a sealed inner envelope; mark only the controlled paper reference on the outer register entry.
4. Issue the submitter a receipt stub containing the controlled paper reference when practicable.
5. Route to the responsible Ethics & Integrity administrator. Do not convert an allegation or disclosure into a finding.
6. Any determination, referral, public release, restriction, or disposition must cite its competent authorized source.
7. When service returns, reconcile the paper-origin record without backdating or changing its substantive effect. Retain the paper original under the authorized record schedule.

A person may omit identity on a paper report unless an authorized source requires it, but omission is not a promise of anonymity, confidentiality privilege, or protection.

Open common controlled paper-continuity packet

Source reference for source-dependent actions

When a determination, referral, public release, restriction, disposition, or other source-dependent action is recorded, enter the competent authorized source in the applicable form field and preserve it with the paper record.

EIE-01 Conflict disclosure

Person/office; matter; relationship or interest; dates; source/reference if any; requested administrative routing.

Controlled paper reference: __________________________________________

Received date/time/timezone: _______________________________________

Receiving operator reference: ______________________________________

Administrative narrative / continuation:

EIE-02 Gift / hospitality / benefit declaration

Declarant; giver/source; description; estimated value if known; date; context; disposition/action source if any.

Controlled paper reference: __________________________________________

Received date/time/timezone: _______________________________________

Receiving operator reference: ______________________________________

Administrative narrative / continuation:

EIE-03 Recusal request / record

Matter; person/office; disclosed relationship or basis; requested routing; determination source left blank until authorized.

Controlled paper reference: __________________________________________

Received date/time/timezone: _______________________________________

Receiving operator reference: ______________________________________

Administrative narrative / continuation:

EIE-04 Integrity concern / anti-bribery referral request

Reporter label/contact if supplied; persons/offices involved; neutral facts; dates; records/evidence references; requested routing. Do not mark wrongdoing established.

Controlled paper reference: __________________________________________

Received date/time/timezone: _______________________________________

Receiving operator reference: ______________________________________

Administrative narrative / continuation:

EIE-05 Protected integrity report

Controlled reference; reporter label/contact if supplied; neutral narrative; dates; supporting record references; preferred return route; sealed-envelope custody entries.

Controlled paper reference: __________________________________________

Received date/time/timezone: _______________________________________

Receiving operator reference: ______________________________________

Administrative narrative / continuation:

EIE-06 External contact / lobbying-contact transparency

Government participant; outside person/entity; date/time; subject/purpose; benefit offered if any; records supplied; source defining any disclosure duty.

Controlled paper reference: __________________________________________

Received date/time/timezone: _______________________________________

Receiving operator reference: ______________________________________

Administrative narrative / continuation:

EIE-07 Ethics advisory request

Requester; question; facts; controlling source references if known; requested advice. Determination field remains blank until an authorized source supplies it.

Controlled paper reference: __________________________________________

Received date/time/timezone: _______________________________________

Receiving operator reference: ______________________________________

Administrative narrative / continuation:

EIE-08 Training attestation

Participant; training title/version; date; delivery method; trainer/source; attestation text; signature/witness only if legitimately required.

Controlled paper reference: __________________________________________

Received date/time/timezone: _______________________________________

Receiving operator reference: ______________________________________

Administrative narrative / continuation:

EIE-09 Determination / referral continuation sheet

Record reference; administrative status; competent source reference; exact source-backed determination/referral text; responsible recipient; notice/receipt details.

Controlled paper reference: __________________________________________

Received date/time/timezone: _______________________________________

Receiving operator reference: ______________________________________

Administrative narrative / continuation:

EIE-10 Paper register & digital reconciliation

Paper reference; register ID/entry; receipt date/time/timezone; physical-original location; classification; custody log; scan SHA-256 if made; digital record reference; reconciliation actor/time; retention hold/source.

Controlled paper reference: __________________________________________

Received date/time/timezone: _______________________________________

Receiving operator reference: ______________________________________

Administrative narrative / continuation: