TN 11 (09-87)

RM 03803.073 General Instructions for Screening Completed Cases for Filing

  1. Mark any material for immediate destruction that does not contain data of future importance to the case.

    NOTE: Generally, requests for statement of earnings, envelopes, and extra copies of letters or forms need not be filed with the case.

  2. Screen all material to determine the correct retention period and stamp the material per instructions in RM 050. If a Form SSA-7035 in a closed ED case is involved proceed per C. below. All others proceed per G. below.

  3. If multiple SSN's are involved and there are two or more folders for the individual:

    1. Combine the file material in one folder under the active number.

    2. Clip a slip of paper to the active folder showing the social security numbers involved and stating that the file material has been combined in the folder attached.

  4. Check the SSA-7035 to indicate the file material is to be retained for 4 years. Enter the year of destruction and the current date on the Form SSA-7035.

    1. Allow a full 4 years after the year in which the case was completed. Cases closed in 1987 will be marked for destruction in 1992.

    2. In a previously closed case, change the filing indication to provide for retention of the material for a full 4 years after the completion of a review, etc.

  5. Place material underneath the Form SSA-7035.

  6. Reuse of earnings discrepancy folders

    Enter the retention information on the folder label after the social security number or identification number. (Disregard any retention blocks printed on the folder.)

    1. All material to be destroyed in 4 years.

      Enter the last two digits of the year of destruction on the right end of the label on the tab of the folder (on the line above the number or name).

    2. Material to be destroyed in different years.

      Where the earnings discrepancy file contains material indicated for destruction in different years, show the year on the right of the folder/label during which the folder must first be purged; e.g. material to be destroyed in 1988, 1991, and 1992, show “88” on the label.

  7. Review completed cases to the extent necessary to ensure an accurate and complete product in all respects.

  8. Return incorrectly handled cases to the module manager.

  9. Separate any form letters from the file and release the form letters for mailing.

  10. If appropriate, dispose of Forms SSA-7000U5 per RM 03846.030 and SSA-7010 U5 per RM 03844.063.

  11. Release the completed cases for filing.

  12. When folders are received for filing they should be filed in accordance with the appropriate instructions in RM 05000ff.

  13. If a folder is found in file for a social security number on which an ED investigation has been closed, file the contents of the folder found in file on top of the Form SSA-7035 in the ED folder.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0103803073
RM 03803.073 - General Instructions for Screening Completed Cases for Filing - 03/01/1999
Batch run: 01/27/2009
Rev:03/01/1999