BASIC (09-08)

DI 52145.015 Retention of Workers’ Compensation/Public Disability Benefit (WC/PDB) Proofs

WC/PDB proofs often involve complex, State-specific awards, forms, or settlements that require some degree of interpretation and analysis. Therefore, retain all WC/PDB proofs permanently. Do not annotate WC/PDB proofs on the Shared Processes Evidence (EVID) Screen.

A. Retaining WC/PDB proofs

1. Field Office (FO) actions:

• Electronic folder (EF) established:

  Always fax all WC/PDB proof documents into the EF. Documents can still be faxed into the EF if the Electronic Disability Collect System (EDCS) case is closed. See Faxing Documents into the Certified Electronic Folder (CEF) Using Barcodes, DI 81010.090. If Processing Center (PC) action is required, also fax material into the Paperless Processing Center (PPC) system. These systems will allow for later viewing of proof documents by FO and PC personnel.

• Paper folder established:

  Fax all WC/PDB proof documents into the Non-Disability Repository for Evidentiary Documents (NDRed). See GN 00301.310, The NDRed Application. If the paper folder is present in the FO, retain a copy of the source proof in the paper file. If PC action is required, also fax the material into Paperless.

2. Processing Center (PC) actions:

• Electronic folder (EF) established:

  Always fax all WC/PDB proof documents secured by PC personnel into the EF, in addition to Paperless, so the FO can view the documents (remember, FOs cannot access Paperless). See Faxing Documents into the CEF Using Barcodes, DI 81010.090.

• Paper folder established:

  Always scan or fax all WC/PDB proof documents into NDRed, so the FO can view the documents (remember, FOs cannot access Paperless). See GN 00301.310 for the NDRed Application. Retain a copy of the source proof in the paper file, if the folder is physically present when the action is taken.

B. Returning WC/PDB proofs

FO and PC action: When the proofs are successfully added to the EF or NDRed, return claimant submitted evidence per GN 00301.275. See also GN 00301.322 - Retention of Paper Material after Faxing into Either the EF or Claims Folder Using NDRed. Documents from sources other than the claimant can be destroyed unless return was requested by the individual who submitted the documents.

C. Viewing WC/PDB proofs

All FOs, PCs, Disability Determination Services (DDSs) and the Office of Quality Performance (OQP) can view documents stored in NDRed by using the Claims File User Interface(CFUI).

PC users can view material faxed into NDRed and eView via CFUI in one central location providing a complete view of the electronic folder. The CFUI icon is located on paperless toolbar. See SM 08001.005, Record Retrieval for procedure on using the CFUI system.