DI 40525.050 Interaction in Recall of the Title II and Title II Portion of Concurrent TII/TXVI CDR Folder/Medical Evidence
A. Overview – ADR process
Title II CDRs can be initiated through the Automated Direct Release (ADR) or the CDR mailer process. (See DI 40525.030.) The following considerations apply:
Alerts for the folders in non-operational sites are printed for both the Megasite files operation and the National Records Center (commonly referred to as the Caves) folder locations in OCO and MAMPSC respectively. (See DI 40525.050A.8. for operational sites.)
The Megasite/Caves storage facilities pull the TITLE II folders and mail them directly to the FOs of jurisdiction. The Megasite storage facility mails the folders through OCO's mailroom operation to the FOs.
If there is more than one folder at the Caves, all will be pulled and sent.
The Megasite and Caves storage facilities will not associate folders from other locations. For example, if processing center action control system (PCACS) shows a folder in an operational site, such as, PSC module location, a folder in a Caves location and a folder in PC7 AUXRH location, the Caves will pull and send only the Caves location folder but not the other two. (Also see DI 40525.050A.8.)
FOs will retrieve other folders, if the Megasite/CAVES folder does not contain the current medical evidence.
The direct releases appear on OIM listings (see MSOM PCACS 002.001).
FOs will NOT attempt to retrieve a Title II CDR folder prior to or during the Initial Pull Period (90 days after selection of a Title II direct release) as described later in this chapter DI 40525.060A.
Alerts for folders located in operational sites and components are printed in the jurisdictional PC's. OCO/PSC's are responsible for retrieving Title II folders for these alerts and mailing them to the FOs.
OCO/PSC sends to the FO any folder located during the search even if it is not the appropriate folder containing the CPD medical evidence. OCO/PSC will not check the folder to ensure that it contains the CPD medical evidence.
OCO and the PSCs are responsible for preparing a duplicate folder if the folder shown on PCACS cannot be located or has been destroyed. A thorough search MUST BE MADE to locate the appropriate folder/medical evidence. The duplicate folder will contain; a FACT, NUMI, copy of the earnings record, the direct release alert, and documentation of search efforts on a SSA-5002 (see exhibit in DI 40525.125). An SSA-5526-U3 routing form will be stapled on the outside of the folder.
B. Policy – OCO/PSC – general
OCO and the PSCs are responsible for retrieving the Title II and the Title II portion of the concurrent TII/TXVI folder(s) in operational components and auxiliary files locations for CDR direct release/mailer alerts and mailing them to the FOs. OCO/PSCs are responsible for preparing a duplicate folder if the folder shown on PCACS cannot be located or has been destroyed. The PSC sends any folder material belonging to the NH located during the search even if it is not the complete medical folder, i.e., contains only post-entitlement material.
C. Process – FO actions in securing the Title II folder(s)
NOTE: FOs do not consider a folder "missing" until a duplicate folder is received from OCO/PSC and the record is updated to the Disability Control File (DCF).
FOs are responsible for obtaining a title II folder in the following situations:
the folder received from the Megasite/Caves/PSC is not a current medical folder ; OR,
the folder received from the Megasite/Caves/PSC is for the wrong claimant, i.e. HA folder received and the CDB is due the CDR; OR,
the folder received has the wrong account number (WAN); OR,
the title II folder is in an FO.