TN 18 (05-04)

GN 00301.287 How Evidence is Recorded on EVID and DROC in PE Situations

A. Procedure - EVID

1. Shared Processes Menu

  • There are up to sixteen iterations of EVID for a single SSN. These iterations only count towards the SSN they were established under, not the cross-reference SSNs.

  • The SHARED PROCESSES MENU (SPMN) (option 4 on SSA MAIN MENU) shows an UPDATE option. However, you cannot update the information on EVID once it is established. The UPDATE option was developed for future use with new screens that eventually will be part of this subsystem.

  • The DELETE option on SPMN does work with EVID but can only be used by management personnel.

  • The EVIDENCE SUMMARY (EVSM) screen is displayed when the SPMN screen is entered in query mode and there are two or more EVID screens completed for a particular SSN. The cross-reference SSNs will be displayed on the EVSM screen. However, you cannot query the EVID screen(s) from SPMN unless the “SSN” field on SPMN is the SSN on which the EVID screen was initially established.

  • When additional Evidence Screen(s) are needed, press enter after the EVID screen is completed to return to the SPMN screen. The ADDITIONAL EVIDENCE on EVID field will propagate SSN/NAME for the previous client. Therefore, if additional evidence screens are needed for a different client, overlay the new client's SSN/NAME on the SPMN screen.

2. Same Document Used for Entitlement/Eligibility for More Than One Claimant

The client is the claimant. Therefore, the claimant's SSN should be entered in the SSN field of the SPMN. In title II claims, if the claimant is not the NH, use the auxiliary's or the survivor's own SSN (i.e., BOAN) to establish EVID. In such cases, enter the NH's SSN in the first “CROSS-REFERENCE SSN” field. See GN 00301.300E.

3. Same Document for Multiple Issues

Use the same screen to identify all issues that are to be proven by a single document.

4. Multiple Documents for the Same Issue

If the claimant submits multiple documents for several months for the same issue, from the same source, at the same time and EVID has never been completed, record the data together and show the date of issue in the “COMMENTS” field.

5. Multiple Documents and Multiple Issues

Use a separate EVID screen to record each evidentiary document.

B. DROC

1. Locking DROC

To store the evidence/documents in PE situations once they are established on DROC, the screen must be locked. See MSOM MSSICS 022.010.

2. Same Document Used for Eligibility for More Than One Claimant

Use the same screen for all claimants. Identify claimants by name and BOAN.

3. Same Document for Multiple Issues

Use the same screen to identify all issues that are to be proven by a single document.

4. Multiple Documents for the Same Issue

Record multiple documents for the same issue on the same screen.

5. Multiple Documents and Multiple Issues

Use one DROC screen for multiple pieces of evidence involving different issues.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0200301287
GN 00301.287 - How Evidence is Recorded on EVID and DROC in PE Situations - 04/13/2006
Batch run: 01/27/2009
Rev:04/13/2006