BASIC (01-08)

DI 81001.020 Paper Folder Indicators (PFIs)

The eDib Paper Folder Indicators show anyone viewing a case whether there is a paper Modular Disability Folder (MDF) associated with the filing. There are two types of Paper Folder Indicators, the PFI and the Prior Paper Folder Indicator (PPFI). The PFI indicates whether a paper MDF is associated with the current filing. The PPFI indicates whether a paper MDF exists for a prior filing.

All case processing components must ensure that PFIs are completed correctly. PFIs inform case processing components if:

  • The official folder for a case is the paper Modular Disability Folder (MDF) or a Certified Electronic Folder (CEF); and

  • The receiving component needs to wait for the MDF for the current filing or a prior filing when the case is transferred.

It is extremely important that the PFIs are set correctly. DDS/OQP/ODAR will reject jurisdiction of an electronic case if they don’t receive the MDF within 30 days when the PFI indicates the MDF is being sent.

NOTE: For eCDR PFIs, see Transferring the Electronic Continuing Disability Review (eCDR) - DI 81010.240B. and Receipting an eCDR - DI 81020.205E.

A. Establishing PFIs on the EDCS Transfer Screen

There are two boxes that appear on the EDCS Transfer Screen under the section labeled “Transfer disability folder to DDS/ODAR”. They are “Current Paper Folder Indicator” and “Prior Paper Folder Indicator”. To complete the PFIs, click on the box next to “Transfer disability folder to DDS/ODAR” and click next to the appropriate indicator.

1. Current Filing

The current filing check box asks “What type of disability folder has been created?” This indicates whether a paper Modular Disability Folder (MDF) has been created for the current filing. The available responses are:

a. “A Certified Electronic Folder (CEF)”

Choose this option when all the claims for the case are entered into EDCS and the official folder for the case is a CEF.

b. “An Official Paper Folder (MDF)”

Choose this option when there is CEF exclusion or a systems limitation requiring creation of a paper folder. See Certified Electronic Folder (CEF) Exclusions - DI 81010.030.

c. “Not Yet Answered”

This option pre-fills when the case has not yet been transferred. The case cannot be transferred without choosing whether the official folder is a CEF or MDF.

2. Prior Filing

The prior filing check box asks “Are you sending an official paper folder (MDF) from a prior filing?” This indicates whether a paper folder for a prior filing is currently available and being used to process a current case. The available responses are:

a. “Yes, Sending a Paper Folder (MDF)”

Choose this option when the Field Office (FO) has a paper folder and is sending it to the DDS/ODAR.

b. “No, Not Sending a Paper Folder (MDF)”

Choose this option when a prior paper folder doesn’t exist, or, when a prior paper folder exists, and is not available. If a prior paper folder becomes available at a later time, the receiving component will update the PFI to YES.

c. “Not Yet Answered”

This option pre-fills when the case has not yet been transferred. The case cannot be transferred without choosing whether the official folder is a CEF or MDF.

B. Verifying Paper Folder Indicators (PFIs) at DDS/OQP/ODAR Case Receipt

DDS/OQP/ODAR use PFIs during case receipt to determine whether:

  • The official folder for the case is a CEF or the MDF; and

  • They can receipt the case immediately or must wait until the MDF is received.

PFIs can be viewed and updated on the eView Status/History Tab (see Status/History Tab - DI 81005.055) or, for DDS, through the DDS Legacy system.

1. PFIs for the Current Filing

a. “A Certified Electronic Folder (CEF)”

If this PFI is checked:

  • The official folder is a CEF;

  • Receipt the case using the electronic folder download; and

  • Begin case processing if the SSA-827 is in the CEF.

b. “An Official Paper Folder (MDF)”

If this PFI is checked:

  • Do not receipt this case until a Modular Disability Folder (MDF) is received as the official folder is paper; and

  • The MDF should be maintained for the life of the case.

NOTE: If the MDF is not received within 30 days, transfer jurisdiction and send it back to the FO with a reason “MDF not received within 30 days.”

The PFIs will also notify the DDS/OQP/ODAR if the FO is sending a prior MDF with the current filing.

2. PFIs for a Prior Filing

a. “Yes, Sending a Paper Folder (MDF)”

If this PFI is checked:

  • The FO is sending a MDF from a prior filing;

  • DDS/OQP/ODAR may receipt the case without receiving the prior MDF, if the SSA-827 is available.

  • DDS/OQP/ODAR does not receive the prior MDF, update the PFI accordingly.

    NOTE: If the prior MDF is necessary to process the case, contact the FO to determine the status of the prior MDF.

b. “No, Not Sending a MDF”

If this PFI is checked:

  • The FO is not sending a prior MDF;

  • Receipt the case using the EFI download; and

  • Begin case processing if the SSA-827 is in the CEF.

C. Updating Prior Folder Indicators (PFIs)

To update PFIs, all components must access the Status/History Tab in eView and lock the case for update. (See Status/History Tab - DI 81005.055 – and Editing a CEF in eView - DI 81001.040).

PFIs must be updated when:

  • An EDCS Exclusion is added to an existing case after case transfer NOTE: DDS updates the PFI upon receipt of the paper folder;

  • There is a Reopening on a case per Certified Electronic Folder (CEF) Exclusions - DI 81010.030 and Processing Reopenings - DI 81020.115 NOTE: DDS updates the PFI prior to closing the electronic case; and

  • A prior MDF is received after case transfer.

  • NOTE: The component with jurisdiction of the electronic folder must update the PFI as soon as it receives the prior MDF.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0481001020
DI 81001.020 - Paper Folder Indicators (PFIs) - 01/08/2014
Batch run: 01/08/2014
Rev:01/08/2014