TN 1 (11-00)

DI 42548.007 Obtaining Folders

A. Policy

OCO searches for and retrieves all available Title II and XVI claim folders for Hyatt responders.

B. Procedure

1. Retrieve folders

Retrieve folders in the following manner:

  1. a. 

    Locate and retrieve all folders within Hyatt timeframe (except folders pending in DDS and OHA.

    • Attach alert to folder front cover, and

    • Prong file response form on right side.

    NOTE: In concurrent Title II/Title XVI claim situations, do not request the Title XVI folder if the Title II folder contains the medical evidence.


  2. b. 

    If the folder is not in OCO files:

    • Request from FRC, Wilkes-Barre, or other locations as needed, and

    • Diary and follow-up original request as needed.

  3. c. 

    If the folder is pending in DDS or OHA and prior denial folder(s) is not located:

    • Contact DDS or OHA to determine if prior folder(s) is associated with pending claims.

    • Forward the alert to DDS or OHA if prior folder is associated with pending claim. Annotate the alert “Associate with claim pending in your office - Hyatt adjudication necessary.”

      When forwarding alerts to OHA, send the alert to the servicing OHA office if the claim is at the ALJ level. If the claim is at the Appeals Council, send the alert to:

    Office of Hearings and Appeals
    Office of Appellate Operations
    One Skyline Tower
    Room 701
    5107 Leesburg Pike
    Falls Church, VA. 22041-3200

    Direct questions about claims pending at the Appeals Council to the Hyatt Unit, (703)605-0683.

    • Follow DI 42548.008B.2. if prior folder is not associated with pending claims.

  4. d. 

    Forward all retrieved folders to the disability technician.

    If the folder is not located within 120 days of the alert date, follow the “lost folder” procedures in DI 42548.008B.2.

2. Lost folders

If the folder(s) is not located within 120 days of the alert run date:

  • Prepare a “duplicate” folder jacket to house the response form, alert, queries, and documentation of attempts to locate prior folder(s); and

  • Send case to FO for reconstruction.

To Link to this section - Use this URL:
DI 42548.007 - Obtaining Folders - 11/28/2000
Batch run: 04/14/2014