TN 11 (10-23)

GN 03105.020 Locating Missing Claims Folders

A. Policy - When to locate claims folders

You may need to locate a claims folder to process a current action, such as an appeal, a court case, a continuing disability review (CDR), or satisfy the request for folder information from a component, such as the Office of the Inspector General, the Office of Quality Review, or the Office of Quality Improvement.

B. Procedure - Locating claims folders

1. Locating electronic folders

Conduct a search in eView and Evidence Portal (EP) to determine if an electronic folder exists.

  • For an overview of EP, see MS 09701.001.

2. Locating paper folders

Folder location information and the folder request function are available through the T2FLD and T16FLD macros in Query Master and Personal Communications (PCOM) toolbars (see the PCOM Toolbar Support site). Folder location information is also available in Workload Action Center (WAC).

To request a paper folder from the processing centers (PC) or the Social Security Administration National Records Center (SSANRC) storage facility, use the following PCOM functions:

  • Processing Center Action Control System (PCACS) for a Title II folder. For information on PCACS, see MSOM MS 04901.001

  • SSI Data Inputs, 8028 (SSI Control System Input) – AR33 for a Title XVI folder. For information on AR33, see SM 01201.055. For information on SSA-8028 SSICS Transaction, see SM 01201.020.

Use the following instructions from the Kansas City Region Intranet (KCNET) to request a paper folder directly through PCOM:

If a query response shows there is no paper folder stored in the PC or SSANRC, consider searching:

  • previous names

  • claimant’s and representative payee’s previous addresses (the folder could be in a field office (FO) servicing a previous address)

  • cross-referenced Social Security numbers

  • concurrent folders

  • pending files in the FO

  • closed files in the FO

  • boxes awaiting shipment

For additional guidance when searching for a prior paper folder for a medical case, see DI 13015.080.

For more information on locating and reconstructing paper claims folders for hearings, see GN 03105.040.

3. Unable to locate paper folders

Document all queries that you used and all efforts that you made to locate the paper folder on an SSA-5002 (Report of Contact), Report of Contact (RPOC) screen, or Report of Contact page, whichever is appropriate.

The Disability Determination Services (DDS) will determine whether an attempt should be made to reconstruct a paper Comparison Point Date (CPD) folder as explained in DI 13015.090.

For more information on reconstruction of destroyed or missing paper claims folders, see GN 03105.010.

C. References

  • DI 81005.005 eView Overview

  • GN 03105.010 Reconstruction of Destroyed or Missing Paper Claims Folders

  • MS 03508.007 Report Of Contact (RPOC)

  • MS 04901.001 Processing Center Action Control System - Overview

  • MS 08122.010 Report of Contact

  • MS 09701.001 Evidence Portal (EP) - Overview

  • SM 01201.055 AR33 - FO Request for Automatic Recall of SSI Folder/PE Material

  • DI 13015.090 Not "Currently Disabled"- Full Replacement Folder Requested by DDS

  • GN 03105.040 Locating and Reconstructing Paper Claims Folders for Hearings

To Link to this section - Use this URL:
GN 03105.020 - Locating Missing Claims Folders - 10/23/2023
Batch run: 10/23/2023