TN 64 (09-09)

DI 11055.295 Receipt of Evidence in the Field Office (FO) after a Case is Returned from the Disability Determination Services (DDS)

A. Medical Evidence

The FO may receive medical evidence from the claimant or a claimant’s medical source after the DDS made a determination on the claim.

1. Certified Electronic Folder (CEF)

If the case is a CEF, see DI 81010.125C.

2. Paper Modular Disability Folder (MDF)

The FO must compare the newly received evidence with the medical evidence in the folder.

a. Duplicate material

When the material is a duplicate and the official folder is a paper MDF:

  • Initial and annotate the evidence with "Dupli­cate Material – No action necessary;” and

  • Place the evidence in the yellow (Medical Records) section of the MDF.

NOTE: Do not return duplicate medical reports or a signed medical report establishing incapability, even if dated later than evidence last seen by the DDS. If the report reverses the DDS statement in Item 34 of the SSA-831, delete it and enter the new finding; e.g., "Claimant incapable per- (name of source) report dated (date of medical report),” (see GN 00502.001).

b. New evidence

When the material is not a duplicate:

  • Attach an SSA-408 (Route Slip) to the front of the MDF and include the remark, "Additional evidence received for your necessary action."

  • Place the additional medical evidence in the yellow (Medical Records) section of the MDF; and

  • Return the entire folder to DDS.

B. Non-Medical Evidence

The EDCS version of the disability report is deemed the official record.

1. CEF

If the case is a CEF, see DI 81010.135C.

2. Paper MDF

If the folder is still in the FO and needs action, take the necessary non-medical action. If the folder is still in the FO and no action is necessary for the additional evidence:

  • Annotate the material with “No action necessary.”

  • Retain the evidence electronically in the Modernized SSI Claims System (MSSICS), the shared Evidence (EVID) screen, The Non Disability Repository for Evidentiary Documents (NDRED), or eView, whichever is appropriate.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0411055295
DI 11055.295 - Receipt of Evidence in the Field Office (FO) after a Case is Returned from the Disability Determination Services (DDS) - 09/03/2009
Batch run: 09/03/2009
Rev:09/03/2009