TN 4 (04-19)

DI 81005.050 Case Documents Tab

A. Case documents tab general

In the electronic folder (EF), the sections under the Case Documents Tab have the same organization as the sections in the paper modular disability folder (MDF). Electronic documents are located in the same sections of the EF as paper documents would be in a MDF. The EF Case Documents tab also includes separate sections for Queries and Multimedia Files. At the Hearing Level, the Case Documents tab includes a Private File section only accessible to the hearing office with jurisdiction.

Upon opening the Case Documents Tab, the sections in the EF appear in the “Collapse All” mode. Users have the option to “Expand All” (select “Expand All”) sections or expand individual sections (click specific section of title bar). Expanding a section displays column headers for the summary information about each document listed in that section. Select any column header to sort and re-sort data in ascending (or descending) alphabetical (or numerical) order.

NOTE: 

The summary information for each document is known as meta-data.

B. Case documents tab capabilities

From the Case Documents screen, users with appropriate security access can:

  1. 1. 

    Obtain, view and save queries to the EF;

  2. 2. 

    Import applicable documents from the Online Retrieval System (ORS);

  3. 3. 

    View individual documents, including those marked as “Sensitive” by clicking on a document from the list of documents in each section. To open multiple documents:

    • Check the box next to the document(s) name; and

    • Click the “Open” button at the bottom of the screen

  4. 4. 

    Create barcodes to fax or scan images to the EF. For more information on creating barcodes, see DI 81010.090 and DI 81020.035;

  5. 5. 

    Perform edit functions, such as move document management architecture (DMA) imaged documents to another section in Case Documents. See DI 81001.040;

  6. 6. 

    Add documents to the Exhibit List (limited to Office of Hearings Operations [OHO] and Office of Appellate Operations [OAO] users);

  7. 7. 

    Copy documents to a CD. See DI 81001.035;

  8. 8. 

    Print Documents. See DI 81005.065;

  9. 9. 

    Edit information about documents (meta-data) stored in the electronic folder (EF) via the “Details” link. For example, a user can add, change, or delete a note about a document stored in the EF;

  10. 10. 

    Add or remove a Sensitive Document Indicator via the “Details” link. A yellow icon containing an exclamation point preceding any document indicates the document is marked as “sensitive”;

    IMPORTANT: Documents containing sensitive information must not be disclosed. For details on allowing access to medical records, see GN 03340.035.

    NOTE: 

    The sensitivity of a document cannot be changed after OHO or OAO has permanently marked an Exhibit Number on the imaged page of an electronic exhibit.

  11. 11. 

    View an Outstanding Document Request Query, which lists all non-receipted documents with a barcode created in eView. Details about the outstanding request(s) include the Document Type, Site ID, Request ID, Request Creation Timestamp, Treatment Source Name, and Level. Only documents with barcodes created in eView are included in the list.

    NOTE: 

    This applies only to barcodes created in eView. It does not apply to barcodes created in the Disability Determination Services (DDS) Legacy systems or in OHO’s Case Processing and Management System (CPMS) and OAO’s Appeals Review Processing System (ARPS).

  12. 12. 

    View a list of bookmarks for all documents in the case by selecting the “Bookmarks” button at the bottom of the Case Documents screen. The resulting page provides the following information:

    • Bookmark Text;

    • Document Name;

    • The name of the source of the document;

    • Bookmarked page number;

    • Exhibit Number, if applicable;

    • Date the document was received into the Electronic Folder;

    • Section in which the document is stored; and

    • User ID, which is the identifying information for the user who added the bookmark.

    Selecting a document from the bookmark list opens the DMA viewer directly to that page of the document.

  13. 13. 

    View a list of categorized pages associated with all documents in the case by selecting the “Categories” button at the bottom of the Case Documents screen. The resulting page provides the following information:

    • Document Name;

    • Categorized page number;

    • Category Type (for example, Mental, Physical, Mental and Physical);

    • The name of the source of the document;

    • Exhibit Number, if applicable;

    • Date the document was received into the Electronic Folder; and

    • Section in which the document is stored.

    Selecting a document name hypertext link(s) opens the DMA viewer directly to the page(s) of that document and of the category selected.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0481005050
DI 81005.050 - Case Documents Tab - 04/08/2019
Batch run: 04/08/2019
Rev:04/08/2019