DI 40525.085 File is Not Where the System Indicates It Is
A. Procedure - general
Sometimes the file is not found where the system indicates it should be or the system indicates “NO FOLDER RECORD” is available. Also see DI 40525.070E. This is the part of folder location that requires some detective work.
In these situations, obtain the following queries:
FACT (MSOM QUERIES 002.002, SM 00510.050 - SM 00510.320, SM 00535.005 -
PCACS (MSOM PCACS 008.001)
Disability Control File (DCF) (Query and Worksheet) (MSOM CDR 001.001)
DDSQ (MSOM 323-E )
OHAQ (MSOM OHA 001.003)
NUMI (MSOM QUERIES 003.002)
MCS/MSSICS Development Screens (MSOM MCS 002.001)
MDW Development Worksheet (MSOM MDW 001.001)
QRSL (Query Response Selection List) (MSOM QUERIES 006.002)
SSID (MSOM QUERIES 003.002)
Although excessive in some cases, the above are necessary because all systems do not interface.
NO RECORD (NIF) query responses are important tools in ruling out possible locations where the file might be.
B. Procedure - helpful hints in narrowing the search
Using the queries that you obtained, ask yourself some common questions to assist in locating a lost folder. Most of the time, the folder is not actually "lost" but is in an unexpected location. The requestor is usually unaware of an issue that is being developed or pursued by another. This list is not all-inclusive, but may help you determine other sources to check.
Has the applicant filed for any other type of benefit? Check the cross-reference numbers and dual entitlement data on the FACT.
Is the claim concurrent? Check the DCF, the Title II/XVI files might be intermingled.
Check for Change of Address (COA) inputs on the MBR. The folder may have been transferred to the field office servicing the new address.
What was the last folder location updated on the system? Is the folder location on the system logical? ALWAYS consider where the folder should be if the folder location is not logical. For example, PCACS shows the Title II folder in the DDS, but the date is very old. Check the DDSQ to see where the file was sent once the DDS completed their action.
Could the file be under a different name? Check the names on the NUMI against the date of filing on the FACT. Look for names that are easy to misfile (for example, Edward Bruce) as well as last names with spaces or hyphens.
Are there other family members with unusual circumstances that might cause the file to be somewhere unusual? Check for DWB's, CDB's, overpayment issues and past due medical diaries.
Check PCACS for a diary. It may have a clue about folder location.
Check the FACT for a special message. It may have a clue about folder location.
Check the QRSL query for information about appeals and clues about the disability folder.
C. Procedure – document your efforts and findings
Inevitably there will be some cases that cannot be found. Once you have done a thorough job looking for a file — DOCUMENT YOUR EFFORTS. Documentation is for follow-up purposes and to inform the next person/component who handles the case not to spend time repeating the search effort. Use the form SSA-5002 (see DI 40525.125) to document your efforts. Circle/highlight pertinent data/information, e.g., on the NUMI circle/highlight any name change. Keep all reports of telephone calls, and other pertinent material and queries in file.