To access Internet documents:

1. a. 

   Open EDCS;

2. b. 

   Select the Preview Internet Documents page; and

3. c. 

   Enter the claimant’s SSN to search for documents

4. d. 

   EDCS performs a search and returns a list of documents that match the search SSN.

5. e. 

   The search result displays documents that are not associated with an EDCS case. It will not display documents previously associated with an EDCS case.

The summary list of documents generated by the document search will appear in a table with the following columns:

1. a. 

   Document Type – The entry is the document type specified by the IU at submission. For successfully submitted documents, the document type entry is a link the EDCS user can use to launch the DMA viewer.

2. b. 

   Submission Status – The possible entries are successful, processing, or failed. EDCS will display the reason a document submission failed on that document’s detail page.

3. c. 

   Submission Date – The date the IU submitted the document.

4. d. 

   Source App – The Internet application used to submit the document (i3441).

5. e. 

   Level – The adjudicative level at which the IU submitted the document (reconsideration or hearing).

6. f. 

   Notes – The Notes column displays comments previously added by an EDCS user.

7. g. 

   Action – The Action column displays the retention action taken for the document. EDCS displays a default entry of “Undecided” for documents that have a Submission Status of “Successful.”

8. h. 

   Update details – An Update Details link appears for each document that displays either “Successful” or “Failed in the Submission Status column. The Update Details link takes the EDCS user to the Internet Document Detail page for the document.

Review the documents generated by the document search to determine whether to file them in the electronic folder.

1. a. 

   Select the documents available for review;

2. b. 

   Open the document(s) in the DMA viewer by selecting the link in the Document Type column or by selecting the Open Selected button;

3. c. 

   Review the selected documents in the DMA viewer; and

4. d. 

   Make sure that the SSN associated with each document matches the SSN used for the document search.

5. e. 

   The EDCS user can manipulate the documents within the DMA viewer. The user can:

   1. 1. 

      View the document;

   2. 2. 

      Rotate the document;

   3. 3. 

      Print the document;

   4. 4. 

      Save the document; and

   5. 5. 

      Delete pages if the document has more than one page.

6. f. 

   The EDCS user cannot delete an entire document.

To retain Internet documents:

1. a. 

   Close the DMA viewer;

2. b. 

   Select the documents to retain from the summary list of documents; and

3. c. 

   Select the Retain Selected button. EDCS changes the entry in the Action column to “Retain.”

When a document in the search result list does not match the SSN used for the search, take the following action:

1. a. 

   Print the document;

2. b. 

   Select the Update Details link for that document;

3. c. 

   EDCS presents the Internet Document Detail page;

4. d. 

   Select the Discard radio button;

5. e. 

   Select the Discard Reason from the dropdown list;

6. f. 

   If “Other” is the selected Discard Reason, manually enter “Not related to case” in the Other Discard Reason textbox;

7. g. 

   Select the OK button to return to the Preview Internet Documents page. The Action column for the document will display “Discard”; and

8. h. 

   Follow existing procedure for handling documents associated with the wrong SSN.

The IU designates the document types for documents submitted via iAppeals’ document attachment utility. The IU selects the document type from a list provided within iAppeals. If the IU selected the wrong document type:

1. a. 

   Select the Update Details link for the document with the incorrect document type;

2. b. 

   EDCS presents the Internet Document Detail page;

3. c. 

   Select the Change Document Type button;

4. d. 

   EDCS presents the Change Document Type page;

5. e. 

   Choose the correct document type from the list of document types and select the OK button;

6. f. 

   EDCS returns to the Internet Document Detail page. Select the OK button; and

7. g. 

   EDCS returns to the Preview Internet Documents page, which displays the new document name and type.

The IU may submit a document that combines two or more documents. In those cases:

1. a. 

   Select the Update Details link for that document;

2. b. 

   EDCS presents the Internet Document Detail page;

3. c. 

   Select the Retain radio button;.

4. d. 

   Add a remark in the Note text box that indicates the need to separate the document into two or more distinct documents;

5. e. 

   Select the OK button; and

6. f. 

   EDCS returns to the Preview Internet Documents page. That page will display Retain in the Action column. The new comment regarding the need to separate the document into two or more documents will appear in the Note column and serve as a reminder to separate the documents after EDCS case creation (See DI 81010.137B.8).

The Preview Internet Documents will display the document type chosen by the IU even though the document failed. The EDCS user can determine the failure reason:

1. a. 

   Select the Update Details hyperlink. EDCS presents the Internet Document Detail page;

2. b. 

   The Submission Status field will display “Failed”; and

3. c. 

   The Failure Reason field will display one of the following reasons:

   1. 1. 

      Password Protected;

   2. 2. 

      Failed Virus Scan;

   3. 3. 

      Embedded Object;

   4. 4. 

      Encrypted File;

   5. 5. 

      Unsupported File Type; or

   6. 6. 

      Corrupted Document (used to cover all undefined errors, including DMA conversion errors)

4. d. 

   The Internet Document Detail page will display Discard for the action and Failed in the text box for Discard Reason. The EDCS user cannot change the Action or Discard Reason.

To view documents submitted by the IU via iAppeals, select the Internet Documents page. The Internet Document page displays the same columns and headers described in DI 81010.137.2. for the Preview Internet Documents page.

Review the documents displayed on the Internet Documents page to determine whether to file them in the electronic folder.

1. a. 

   Select the documents available for review;

2. b. 

   Open the document(s) in the DMA viewer by selecting the link in the Document Type column or by selecting the “Open Selected” button;

3. c. 

   Review the selected documents in the DMA viewer; and

4. d. 

   Make sure that the SSN associated with each document matches the SSN used for the document search.

5. e. 

   The EDCS user can manipulate the documents within the DMA viewer. The user can:

   1. 1. 

      View the document;

   2. 2. 

      Rotate the document;

   3. 3. 

      Print the document;

   4. 4. 

      Save the document; and

   5. 5. 

      Delete pages if the document has more than one page.

6. f. 

   The user cannot delete an entire document.

Follow the instructions in DI 81010.137A.4.

Follow the instructions in .DI 81010.137A.5.

Follow the instructions in DI 81010.137A.6.

Follow the instructions in DI 81010.137A.8.

When the IU combines documents and submits them as one document, the EDCS user should separate the documents. To separate the documents, the EDCS user should:

1. a. 

   Select the Internet Documents page;

2. b. 

   Select the Update Details hyperlink for the document that requires splitting;

3. c. 

   Select the Retain button. EDCS enables the Send to the EF button. If the EDCS user hovers over the Send to EF button, the tooltip displays, “Documents sent to the Electronic Folder (EF) are viewable through eView’s Case Documents tab and can be split into multiple documents, if desired;”

4. d. 

   Select the Send to EF button to commit the document to the case;

5. e. 

   EDCS displays a warning message, “Are you sure you want to send the document to the Electronic Folder (EF)? Documents in the EF are viewable through eView’s Case Documents tab;”

6. f. 

   Select OK. EDCS tells DMA to move the committed document to the permanent DMA location and copies the document metadata (e.g., document type, receipt date, claim type, etc.) to the case in the EF. After commitment to the EF, the document will no longer appear on the Internet Documents page;

7. g. 

   Open the case in eView and select the Case Documents tab;

8. h. 

   Find the committed document;

9. i. 

   Open it in the DMA viewer;

10. j. 

    Cut the pages that need to be separated from the original document and paste them into a new document; and

11. k. 

    Update the new document’s attributes window as necessary (SSN, Document Type, and Site Code).

    1. 1. 

       If the update changes the SSN, eView will not associate the new document with the current case.

    2. 2. 

       If the update does not change the SSN, eView will associate the new document with the current case and display it on the Case Documents tab.

When an EDCS user selects a deleted case from the search results listed on the Case Selection Page, EDCS un-associates all the documents associated with that case. However, any updates made to the document prior to the case selection remain with the document (e.g., notes, retention actions, document type changes). All disassociated, uncommitted documents will appear on the Preview Internet Documents page. Documents that had been committed to the case prior to its deletion will not appear on the Preview Internet Documents page.

1. a. 

   If the EDCS user has not specified a retention action for one or more associated Internet documents, EDCS will present the following edits:

   1. 1. 

      When the Document Submission Status is “Successful,” EDCS presents an error message that directs the EDCS user to enter a retention action (retain or discard) for each document;

   2. 2. 

      Transfer is not possible if the submission status for one or more documents is “Processing.” If the Document Submission Status is “Processing,” EDCS presents an error message that directs the user to wait for the document(s) to become viewable. When the document becomes viewable, the user enters a retention action; or

   3. 3. 

      If the Retention Action for a document is “Retain” and the Document Type is “Other Evidence or Form,” EDCS presents an error message that directs the user to change the document type.

2. b. 

   The EDCS user resolves the edits by entering the correction on the Internet Documents page.

EDCS does not prompt the user to review submitted documents. EDCS commits the retention actions for documents on the Internet Documents page automatically.

1. a. 

   For any document on the Internet Documents page where the retention action is Retain, EDCS:

   1. 1. 

      Tells DMA to move the document to the permanent location;

   2. 2. 

      Copies the metadata for the retained document to the case in the electronic folder;

   3. 3. 

      Removes the document from the Internet Documents page;

   4. 4. 

      Makes the document available for viewing on the Case Documents page in eView; and

   5. 5. 

      Makes the document and details visible on eView’s Internet Documents History page. Select the Internet Documents History link in the navigation tree under the eView Case Data tab to gain access to the Internet Documents History page.

2. b. 

   For any documents on the Internet Documents page where the retention Action is “Discard,” and the discard reason is not “Not Related to Case,” or “Third Party PII,” EDCS:

   1. 1. 

      Removes the document from the Internet Documents page; and,

   2. 2. 

      Makes the document image and details viewable through the eView Internet Documents History page. Select the Internet Documents History link in the navigation tree under the eView Case Data tab, to gain access to the Internet Documents History page.

3. c. 

   For any documents on the Internet Documents page where the retention action is “Discard,” and the discard reason is “Not related to Case,” or “Third Party PII,” EDCS:

   1. 1. 

      Tells DMA to discard the document;

   2. 2. 

      Remove the Document Control ID from the discarded document;

   3. 3. 

      Removes the document from the Internet Documents page; and

   4. 4. 

      Makes details about the discarded document viewable on the Internet Documents History page. The image of the document will not be available, however.

4. d. 

   If any of the document retention actions fail, the case transfer will fail.

5. e. 

   eView users can gain access to the Internet Documents History page from the eView navigation tree on the Case Data tab.

6. f. 

   eView will display the document status and retention action (retain or discard) associated with each Internet document on the Internet Documents History page. Select the Internet Documents History link in the navigation tree under the Case Data tab, to gain access to the eView Internet Documents History page.

It is possible that an EDCS user will create a case in EDCS before the IU uploads the documents they want to submit through iAppeals. Since the IU did not complete submission of the Internet documents before creation of the EDCS case, the Internet Documents page will be empty.

If the IU subsequently submits the documents, the submission will appear on the iWMI listing (iAppeals and MSSICS). If after EDCS transfer, the iWMI listing(s) indicates receipt of Internet documents:

1. a. 

   Open EDCS and select the Internet Documents page;

2. b. 

   The upper box on the Internet Documents page will not show that any of the documents have been associated with the case. The documents will appear in the lower box in the Internet documents submitted for other filings table;

3. c. 

   Review the documents in the list. An Add to Case button will appear next to each document available for association with the case (Retention Status equals “Successful” or “Failed”);

4. d. 

   Select the Add to Case button for each document to consider for addition to the case. EDCS presents the Internet Document Detail page; and

5. e. 

   Update the document details. The Internet Document Detail page will activate the Send to EF, OK, and Cancel buttons, depending upon the retention action.

6. f. 

   When the user selects the OK button or Send to EF button EDCS presents any applicable edit conditions.

   1. 1. 

      If the Retention Status for a document is “Undecided” and the Document Submission Status is “Successful,” EDCS will present an error message that directs the user to enter a specific retention action (retain or discard) for the document.

   2. 2. 

      If the Document Retention Action is “Retain,” and the Document Type is “Other Evidence or Form,” EDCS will direct the user to change the document type.

7. g. 

   When the EDCS user resolves all the edits for a “Retain” action that has been sent to the EF, EDCS will:

   1. 1. 

      Notify DMA to move the document(s) to the permanent location;

   2. 2. 

      Copy the metadata for the retained documents to the case in the EF;

   3. 3. 

      Display a confirmation message, “The document has been sent to the Electronic Folder (EF) and is now viewable through eView’s Case Documents tab;”

   4. 4. 

      Return the EDCS user to the Internet Documents page; and

   5. 5. 

      Notify the office with jurisdiction of the case that Internet documents have been added to the case.

8. h. 

   When the EDCS user resolves all the edits for a Discard action and selects the OK button, EDCS will:

   1. 1. 

      Display a confirmation message that says, “Are you sure you want to discard the document? Discarded documents containing discard reason of ‘3^rd Party PII’ or ‘Not Related to Case’ will be permanently deleted from DMA Viewer and cannot be accessed later.”

   2. 2. 

      If the user selects the OK button and the Discard Reason is “Third Party PII” or “Not Related to Case,” EDCS notifies DMA to delete the document.

   3. 3. 

      If the user selects the Cancel button, EDCS returns the user to the Internet Document Detail page without notifying DMA.

   4. 4. 

      The office with jurisdiction does not receive notice of any discarded documents.

9. i. 

   When the EDCS user selects the Cancel button, EDCS returns the user to the Internet Documents page without adding the document to the case.