For title II initial claims, always query PCACS first in case the file you need has
been sent to the PSC. However, initial claims denials and reconsideration denials
do not directly update PCACS, they must be receipted into a processing center before
a PCACS record is created. When the hearing is filed, check the FO code that processed
the reconsideration segment, and contact that FO. If that FO no longer has the file,
check the DW01 on the MCS segment or the Special Message field on the MBR for information
on where the folder was sent. If the FO has evidence that the folder was recently
sent to the processing center for filing, but the PCACS record has not yet been created,
establish a control to check PCACS weekly. When the record is established request
the folder per the instructions in GN BOS03103.080C. If, after an exhaustive search of all possible locations for the folder, it is indicated
that the folder will not be located, undertake reconstruction activities immediately.
For title II post-entitlement folders, if the folder you need is reflected on the
PCACS query, request the folder via PCACS. If PCACS is NIF, the prior folder was never
receipted into the processing center or was destroyed. If PCACS is NIF, check the
NDDS query, the HA04 query, the MDW, and the latest MCS segment of record to see if
the folder was sent from a PSC to a non-PSC site. If all these queries are NIF, you
will not be able to locate the file and reconstruction activities should be undertaken
immediately.
NOTE: In disability adoption cases, the disability claims material may be located in the
folder of initial filing.