TN 1 (07-08)

DI 81005.052 Copy Documents

A. General – View and copy documents from prior electronic folders

You may need to review, or copy documents from, folders from prior filings for disability or continuing disability reviews (CDRs) for the current folder. Users have the capability to view documents from prior electronic folders with the same SSN and select those documents to copy into the current electronic folder without leaving the current electronic folder. The prior electronic folder(s) does not have to be a certified electronic folder (CEF).

NOTE: Multimedia files can only be played not copied.

B. Viewing documents from prior electronic folders

If the DDS has the necessary case processing software upgrades, you can view documents in eView from a prior electronic folder(s) with the same SSN without leaving the current electronic folder:

  • Go to the Case Documents Tab;

  • Click on the “Locate Docs” link located in the header;

  • View a list of all of the folders with the same SSN shown in a pop-up screen (the current electronic folder and any linked folder(s) due to a reopening or a CDR/CPD are also displayed with default checkmarks beside them);

  • Place a check in the box beside the folder(s) you want to view (you can select one or more folders); and

  • Select “OK”.

NOTE: After viewing documents from one folder, you can click on “Locate Docs” to select a different folder to view.

Once you select “OK”, the documents from the selected folder(s) are displayed in the Case Documents page. The Level column distinguishes the documents from each folder:

  • When documents are linked with the current electronic folder, “PF” or “CPD” is displayed.

  • When documents are not linked with the current electronic folder, nothing is displayed.

  • When documents are from the current electronic folder, the appropriate level is displayed.

  • When documents have already been copied into the current electronic folder “CC” is displayed.

  • When documents are copied that had ABCs, the ABCs will be carried forward to the new “CC” copy.

NOTE: The Level column is most useful when more than one folder is selected for viewing documents.

If, after viewing the prior electronic folder documents, you determine you do not need the documents in the current electronic folder:

  • Re-select the link, “Locate Docs”;

  • Select “Restore Default Docs” from the Locate Document pop-up screen; and

  • Select “OK”. Return automatically to the current electronic folder Case Documents screen.

NOTE: When the folder has been selected for viewing, the documents are viewable until you exit the folder or select “Restore Default Docs”. If the case is closed, the “Locate Docs” defaults to the original view upon subsequent access to the folder.

C. Copying documents from a prior electronic folder

If you determine that you need the prior electronic folder documents in the current electronic folder, and if the DDS has the necessary case processing software upgrades, you can copy documents in eView from a prior electronic folder(s) with the same SSN without leaving the current electronic folder:

  • Follow the instructions in DI 81005.052 B. to view the prior electronic folder documents;

  • Go to the Case Documents Tab;

  • Lock the case with the Edit (Lock Case) button in the upper- right portion of the top frame;

  • Click on the “Locate Docs” link located in the header;

  • View a list of all of the folders with the same SSN shown in a pop-up screen (the current electronic folder and any linked folder(s) due to a reopening or a CDR/CPD are also displayed with default checkmarks beside them);

  • Place a check in the box beside the folder(s) you want to view (you can select one or more folders); and

  • Select “OK”.

  • Place a check in the box beside the document(s) you want copied;

  • Select “Copy Docs”, located at the bottom of the page;

  • Re-select the link, “Locate Docs”; and

  • Select “Restore Default Docs” from the Locate Document screen.

NOTE: If prior to copying the document you add annotations, bookmarks, and/or categories, the annotations, bookmarks, and/or categories are carried forward to the new CC copy.

Reminder: If you select a document from the current electronic folder to copy, a message appears, “You cannot copy docs that are in your current folder”.

Once you select “Restore Default Docs”, the Case Documents page displays the documents from the current electronic folder as well as the copied documents from the prior electronic folder(s). The copied document displays:

  • “CC” in the Level column, regardless of prior folder level; and

  • The date the document was originally added to a folder in the EF Received column.

NOTE: The date the document was copied is in the “Date Copied to Current Folder” field, which is viewable by clicking on “Details”. The date copied field is only displayed when documents from a prior electronic folder(s) are copied into the current electronic folder.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0481005052
DI 81005.052 - Copy Documents - 07/28/2008
Batch run: 01/27/2009
Rev:07/28/2008