TN 9 (03-91)

GN 00301.260 Annotating or Altering Documents or Writings

A. Policy

1. Show NH's SSN

The NH's social security number (SSN) must be shown on all documents retained by SSA so that the documents are associated with the proper claim.

2. Writing comments on evidentiary documents

Never alter or annotate documents or writings (including letters or statements from the public, reports of contact, etc.) to be used as evidence. The alteration may prejudice a fair hearing and subject SSA to public criticism.

B. Procedure

1. Identify claim

Show the NH's SSN on every document in the claim file. See GN 01050.003.

2. Clarify illegible entries

Use overwriting to enter on the copy information from the document which the photocopy machine failed to reproduce clearly. Initial any overwriting as provided in GN 00301.280.

3. Highlight entries for data input

For data input purposes, the FO may wish to highlight  (e.g with a highlighter) certain entries on a document for ease of input. This is permitted providing the highlighting is done only on:

  1. a. 

    Photocopies and is never used on original records which must be returned to the claimant;

  2. b. 

    Reports of contact; or

  3. c. 

    Other written statements.

To Link to this section - Use this URL:
GN 00301.260 - Annotating or Altering Documents or Writings - 05/15/2003
Batch run: 01/24/2014