In some cases you may need to discuss with the representative what documents are needed.
You may also suggest that the representative come to the FO to review the file to
determine which items are to be copied.
Although SSA staff normally copies all material made available to a requester, you
may allow a visitor to whom you are releasing information to operate the SSA photocopy
equipment. The following requirements must be met:
local management approves the arrangements,
information in the file pertaining to other individuals is removed from the file before
photocopying if there is no authorization to disclose, and
local management arranges for SSA staff to monitor the representatives’ handling of
the file to ensure that he/she does not remove original material from the file.
EXAMPLE: The authorization only provides for release of information about the A beneficiary,
and there is information concerning the B beneficiary in file. All material pertaining
to B is removed before allowing the requester to photocopy the file.
In all cases, someone on the SSA staff must monitor the representatives’ handling
of the file to ensure that he/she does not remove original material from the file
(see GN 03360.020., item 1.).
EXAMPLE: The representative is pursuing a medical issue which concerns the beneficiary. No
other information in the claims folder is relevant. Rather than copy the entire file,
suggest that only the medical records be copied.
However, if the representative declines to come in and/or asks for the entire file,
provide a copy (subject to the limitations in this section).
NOTE: While we do not suggest including documents such as Master Beneficiary Record (MBR)
printouts and output screens (administrative) when providing a copy of the claims
file to the authorized representative, if the representative specifically requests
that a copy of such documents be included, it should be provided (subject to the limitations
in this section). In some instances authorized representative entities are asking
for high volume quantities of MBRs and output screens. While we do not encourage requests
of this nature, as long as the authorized representative has presented the proper
authority to request the records (e.g., SSA-1696-U4, or a SSA-3288) we will honor
the requests. In these cases, only disclose the information that pertains to the individual
who is being represented by the authorized representative. Regional offices may wish
to develop their own procedures for processing such requests.