When designating the Document Type, use the exact name of the form or document. This ensures the form or document is correctly identified and displayed in the appropriate section of the CEF.

For a complete list of Document Types identified in the CEF, refer to the Electronic Folder Document Type Chart.

NOTE: Do not use the Miscellaneous Document Types (e.g., 7010, 7011, 7012, 7013, 7014, and 7015) unless none of the specific document types apply.

Follow procedures in Documenting the Disability Folder, DI 20503.001B and Folder Preparation, DI 32001.020B, to determine when case development and evidence requests are stored in the disability folder.

The Electronic Folder Document Type Chart provides several options for indexing letters, requests, and follow-up correspondence to the claimant. These documents are generally stored in Section E (Blue Section) of the CEF.

Use Copy of Case Development Correspondence, Document Type 0190, which is stored in section E, when storing copies of the case development request letter to the claimant in the CEF.

The DDS case processing system automatically images and indexes these letters to the CEF after DDS creates and prints the letter. Do not use Claimant Correspondence – Document Type 5020 to index a copy of the outgoing request letter to the CEF.

NOTE: If the letter is requesting that the claimant complete and return a specific questionnaire or form, a separate barcode must be placed on the letter to the claimant (if used as the return cover sheet) or on the questionnaire or form. Include in this barcode the appropriate document type for the form or questionnaire per Document Types - DI 81020.040B.3.

If the DDS requests a claimant to complete and return a form or questionnaire, the DDS must use a separate Document Type in the barcode for each form and questionnaire. The Document Type in the barcode must be different than the Document Type used for the request letter. DDS must place this barcode on the request letter (if used as the return coversheet) or on the form and questionnaire itself. When the returned form/document is scanned, it is automatically indexed and added to the correct section of the CEF. For more information on the Document Type used for the request letter to the claimant, see Document Types DI 81020.040B.2.

Document the CEF to show unsuccessful medical development requests, see Modular Disability Folder (MDF) – Disability Determination Services (DDS) DI 70015.001B and Documenting the Disability Folder – Disability Determination Service (DDS) DI 20503.001B.

Use Copy of Evidence Request, document type 0185, which is stored in section F of the CEF, to add a copy of the MER request.

Use the Document Type Claimant-supplied Evidence, Document Type 0180, which is stored in section F of the CEF, or Attorney/Representative-Supplied Evidence, Document Type 5032, which is stored in section F of the CEF, for medical evidence received from the claimant or the claimant’s representative.

If no specific Document Type is available in the Electronic Folder Document Type Chart. See, Document Types DI 81020.040B.1.

Use the Document Type Claimant Correspondence, Document Type 5020, which is stored in section E of the CEF.

NOTE: If the claimant correspondence includes medical evidence, treat the claimant correspondence as unsolicited medical evidence and follow the instructions in Document Types DI 81020.040B.5.

When using the SSA-4268 (Explanation of Determination) as a personalized attachment to the Personalized Disability Notice (PDN), use the following Document Types so it can be “filed” in Section B “Jurisdictional Documents and Notices” (Red) of the CEF:

When using the SSA-4268 as a technical rationale, use Explanation of Determination, Document Type 0125, which is stored in section A “Payment Documents/Decisions” (Yellow Front) of the CEF.

Refer to Federal Quality Review (QR) DI 81020.135, for the Document Types used in the Federal Quality Review first and second-level rebuttal process.

When the Centers for Disability (CD) refers a case to the Office of Disability Policy (ODP) for a policy clarification or resolution, index the policy clarification memo as “Policy Request to OD” - Document Type 2135 which is stored in section E of the CEF.

NOTE: This procedure applies to policy referral cases that are not involved in the rebuttal process described in Federal Quality Review (QR) DI 81020.135.