The EDCS version of the disability report is deemed the official record. When processing a paper disability report take the following action:

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  Enter all disability report responses in conjunction with any information provided by the claimant during a disability interview into EDCS, and destroy the paper form.

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  When something is unusual about the appearance of the paper report (e.g., there are unusual drawings, extensive writing in the margins, or unusual language) and that information could be relevant to the disability determination annotate the “Remarks” section of the EDCS 3367 with a description of the relevant information included on the paper report.

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  When a paper disability report is received after the claim has been transferred to the Disability Determination Services (DDS) or Hearings Office (HO), compare it to what is already on EDCS, record any new or changed information using the EDCS Update-After-Transfer function, and destroy the paper form.

NOTE: Do not collect or store worksheets from the Disability Starter Kits in the EF.

If a case is excluded from EDCS processing:

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  Retain the paper version of the disability report as the official record;

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  Review and complete the paper report;

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  Obtain any incomplete or missing information or clarify as necessary; and

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  File the paper report in the applicable section of the Modular Disability Folder (MDF).

NOTE: For more information on exclusion cases, see Certified Electronic Folder (CEF) Exclusions - DI 81010.030.

When the claimant, representative, or third-party submits non-medical evidence take the following action:

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  Annotate non-medical evidence on the SSA Mainframe system whenever possible (See Electronic Evidence Documentation and Retention - GN 00301.286A.2.).

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  When non-medical evidence must be stored in the disability folder, create a barcode and fax the document into the EF.

REMINDER: As a general rule, if a document is signed, a signature is required, and it cannot be recorded using attestation, the original document should be faxed into eView. Also fax all Workers’ Compensation/Public Disability Benefits (WC/PDB) proofs for EDCS claims into eView.

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  If possible, record the evidence in MCS, RPOC or CCE Report of Contact page. Refer to What Information is Needed on EVID screen and CCE Report of Contact page in PE Situations to Identify the Type of Evidence Submitted - GN 00301.288.

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  Most folder documentation can be summarized on the EVID screen or CCE Report of Contact page.
  
  Some documents cannot be summarized and must be faxed into eView. To determine whether the document needs to be stored in the claims folder follow Electronic Evidence Documentation and Retention - GN 00301.286. As a general rule, if a document is signed, a signature is required, and it cannot be recorded using attestation, the original document should be faxed into eView. Also fax all WC/PDB (Workers Compensation/Public Disability Benefits) proofs for EDCS claims into eView.

  Examples include:

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    Signed Employer Report of Monthly Earnings (SSA-725s),

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    Representative appointment and fee documents,

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    Subsidy questionnaires,

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    Court decisions,

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    Cessation or Continuance of Disability or Blindness Determination and Transmittal for work CDRs (SSA 832/833s) and SSA-725.

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  Post entitlement material pertaining to non-disabled auxiliary beneficiaries entitled on the disabled Number Holder’s (NH) claim should also be stored in eView under the NH’s SSN. If the auxiliary is disabled i.e., CDB, DWB all post entitlement material will be stored in eView using the beneficiary’s BOAN.

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  Trailer Mail – follow Processing Trailer Material for CEF Cases - DI 81020.140. Trailer material must not be routed to the PC as was done in the former paper folder environment.

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  Create a barcoded cover sheet, in EDCS or eView, for the document per Faxing Documents into the CEF - DI 81010.090.

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  Select the appropriate document type for the form/document that is being added to eView. If the document is not on the list, use the generic document type for the section:

  If the document should be filed in:	Use Document Type:
  A section -- Yellow Front	7010 - Misc Payment Documents
  B section -- Red	7011- Misc Jurisdictional Documents/Notices
  C section -- Green	7012 - Misc Current Development/Temporary
  D section -- Orange	7013 - Misc Non Disability Development
  E section -- Blue	7014 - Misc Disability Development
  F section – Yellow Back	7015 - Misc Medical Records

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  Fax the document to the appropriate Regional DMA fax number per Faxing Documents into the CEF Using Barcodes - DI81010.090. (See Storing Non-Medical Evidence in the EF - DI 81010.135C.3., for important information about documents that require Program Center action.)

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  Access eView, and open the document to verify that all pages of the document were successfully faxed into eView.

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  If the image does not appear, follow local procedures for reporting problems when faxed documents are not immediately available in eView.

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  When the document has been successfully added to eView, destroy the paper document, even if it is signed. Keep in mind that any original documents should be returned to the claimant/beneficiary.

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  Use the SSA-409 (Post Adjudicative Routing) to notify the PC of the action to be taken. Clearly identify the actionable material so it can be assigned an appropriate TOEL.

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  Annotate the SSA-409 with a remark indicating the material has been faxed to the designated section in eView.

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  Fax the SSA-409 to the PC’s Paperless Processing Center System (PPC) using the Paperless fax number.

  PC fax numbers are available here.

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  Fax the document into the appropriate section using the appropriate Regional DMA fax number. (See Faxing Documents into the CEF Using Barcodes - DI 81010.090 for a list of Regional DMA fax numbers).

IMPORTANT NOTE: eView will not alert the PC to take an action on the document. This is why you must also fax the SSA-409 to the PC’s Paperless fax number.