TN 3 (02-95)

GN 01703.400 How to Maintain Folders Involving Totalization

A. Introduction

This section tells you what to put in totalization folders and when to release them to other components. It also tells you when you need to request the nontotalization folder or retain it in the module.

B. Policy

Follow these policies when maintaining folders involving totalization.

1. Totalization folders

Totalization folders are blue claims folders with the legend “Totalization Claims Folder” printed on the front. The following are guidelines for using them:

  • Totalization applications, SSA liaison forms, documentation of SSA development, and any notices are filed on the right side of the folder in chronological order.

  • Case control printouts, MBRs, material provided by foreign agencies, and adjudicative forms are filed on the left side of the folder.

  • When they are maintained in conjunction with a nontotalization folder, the totalization folder is always stapled on top.

  • If dual entitlement exists and both benefits involve totalization, the male's folder is always stapled on top. In survivor cases, the folder of the live wage earner is stapled on top.

  • If dual entitlement exists between a totalization benefit and a nontotalization benefit, and both folders are OIO's jurisdiction (foreign beneficiary), both folders are maintained in the module. The totalization folder is always stapled on top.

  • If dual entitlement exists between a totalization benefit and a nontotalization benefit, and only one folder is within OIO's jurisdiction, the folder that is within the jurisdiction of a domestic PSC or ODO is not requested or retained. That folder is maintained in the PSC or ODO.

  • Totalization folders are maintained in the modules. Totalization folders are sent to DRDD only when required by procedure. Totalization folders are never sent to another PSC, ODO, or ODAR.

2. RSDI folder

The following are guidelines for maintaining nontotalization folders in the modules:

  • The RSDI application and related documentation are filed on the right side of the folder.

  • All award and disallowance forms, as well as any documentation concerning payment (SSA-2417-C1, SSA-3925-C1, etc.), are filed on the left side of the folder.

  • The nontotalization folder is retained after the final totalization decision, if totalization benefits have been awarded or both totalization and nontotalization benefits have been denied.

  • A nontotalization folder is never retained unless it is stapled to the back of the related totalization folder.

  • Previously existing RSDI folders are obtained from other components if totalization benefits have been awarded.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0201703400
GN 01703.400 - How to Maintain Folders Involving Totalization - 06/02/2014
Batch run: 06/02/2014
Rev:06/02/2014