TN 33 (02-11)

GN 00307.010 Retention of Documents Issued Outside the U.S.

A. Background on foreign document retention

Prior to August 31, 2010, SSA documented all claims files with a photocopy or an extract of vital statistics records issued outside the United States except for the countries listed in the chart in this section.

B. Policy for foreign document retention

  1. Beginning August 31, 2010, SSA does not retain foreign documents in domestic claims translated by an SSA employee (unless the document was issued by a country whose documents are vulnerable to fraud or counterfeiting, as stated in GN 00307.000).

    In addition, SSA does not retain the foreign documents issued from the countries listed below translated by an authorized translator. It does not matter if it is a domestic or foreign claim. We retain evidence electronically in the Modernized Claims System (MCS), Modernized SSI Claims System (MSSICS), the Evidence (EVID) screen, or the Certified Electronic Folder (CEF).

    Australia

    Hungary

    New Zealand

    United Kingdom

    Austria

    Hong Kong

    Netherlands

    England

    Belgium

    Iceland

    Norway

    Scotland

    Canada

    Ireland

    Poland

    Wales

    Czech Republic

    Israel**

    Portugal

    Northern Ireland

    Denmark

    Italy

    San Marino

     

    Finland

    Japan

    Slovak Republic

     

    France

    Liechtenstein

    Spain

     

    Germany

    Luxembourg

    Sweden

     

    Greece*

    Macau

    Switzerland

     

    *Only documents secured by the Federal Benefits Unit in Athens and lixiarchika vivlia certifications.

    **Only documents for events after 1947.

    Malta

      
     

    Monaco

      
  2. SSA retains the following foreign documents:

    • Documents translated by non-SSA employees, except as noted in this section.

    • Documents submitted in connection with a claim taken outside the United States, except as noted in this section.

    • Documents from the countries identified as vulnerable to fraud or counterfeiting as noted in this section.

C. Procedure for retaining foreign documents in domestic claims when an SSA employee translates the document

  1. Review the probative value and acceptability of the foreign country’s documents in GN 00307.000.

  2. Retain only foreign documents from countries that have a high probability of fraud.

  3. SSA employees who are both the translator and the claims adjudicator can document the translation on the RPOC screen in MCS, the DROC screen in MSSICS, or the EVID in Shared Processes as explained in GN 00301.391. All other SSA employees must complete the EVID screen.

  4. Document evidence from the countries listed in the chart in this section, complete the EVID screen as explained in GN 00301.286.

  5. Foreign docum