The active file houses IDR data that IUs can manipulate. The IU can leave and reenter the IDR to add, delete, or modify information an unlimited number of times. IU access to the IDR ends when the system locks the IDR. The system locks the IDR when the IU submits the IDR or the system archives the IDR.

Archive is an automated process that removes an IDR from the active file database and moves it to a separate, long-term database (inactive file) for storage. The system archives IDRs after:

• •

  removal from the iWMI listing; or

• •

  30 days have passed since the expiration of the protective filing period for i3368s and i3820s; or

• •

  90 days after the IU started an i3441.

EDCS cannot propagate archived IDRs into EDCS. Until purged, the FO can use the Internet Query Facility to query or print the archived IDR. EDCS users cannot make archived data “active.”

The IU finally transmits the IDR to SSA by selecting the “Submit” button at the end of the IDR. After an IU transmits an IDR to SSA, the system locks the record. The IDR data becomes available for propagation to EDCS. IUs cannot reenter the IDR to add or edit information after they finally transmit the IDR.

The inactive file stores IDRs marked for purging. FO personnel can view or print IDRs held in the inactive file, but the IDRs in the inactive file are not available for propagation into EDCS. IDRs not manually marked for deletion, and IDRs propagated to EDCS but not transferred to DDS or ODAR, move to the inactive file at pre-determined periods automatically. The timing depends on the type of IDR and whether the IDR is a partial or finally transmitted IDR.

An incomplete IDR is an IDR the IU transmits (submits) to SSA without having answered every item the IDR screen path presents to the IU. IDRs do not require IUs to input every bit of information we may ultimately require for transfer to the disability determination service (DDS) or ODAR, but they must provide a certain minimum amount of the information. For example, users who report having a doctor must enter the doctor’s first and last name, and the doctor’s city and state; however, the IDRs do not require the doctor’s complete address.

The Internet query facility is a tool field office personnel can use to obtain information about submitted iClaims and Internet Disability Reports (IDR). Information about and from unsubmitted iClaims and IDRs is available if the claimant’s social security number is known. More information is available in DI 81007.070.

A locked IDR is an IDR for which the reentry number no longer works (see DI 81007.005B.3.i. in this section). IUs cannot reenter a locked IDR to add or edit information. There are several reasons the system will lock an IDR. For example, when an IU submits an IDR, the system locks that IDR.

A partial is an IDR or iClaim the IU has started but not submitted to SSA. As long as a partial has an active reentry number, the IU can reenter and work on it an unlimited number of times.

An IDR permanently deleted from the database is a purged IDR. The system automatically purges an IDR when:

• •

  The IDR has been propagated to EDCS and the FO transfers the case to the DDS;

• •

  The IDR has been propagated to EDCS and the FO closes the case after determining a medical determination is not necessary;

• •

  The FO uses the Internet Query Facility to query for the IDR and selects the “Delete This Report” option; or,

• •

  The IDR has been in the archived in the inactive file for 120 days.

After IUs create a partial (IDR or iClaim), they receive a reentry number. The IDR system generates reentry numbers randomly. Only the IUs know their reentry numbers. SSA employees cannot look up or identify reentry numbers. IUs who lose their reentry numbers must start their IDRs over from the beginning.

IUs who do not create, complete, and submit an IDR in one session can leave their partial and use the reentry number to return later to continue.

A set of records is a group of IDRs of the same type, for the same SSN, and the same protective filing date. For example, an IU may start an i3820, abandon it, and start a new i3820 within 30 days of the first. Since the IU started the second i3820 within the protective filing period (60 days for Title XVI) of the first i3820, the system treats the two records as a set; the system will archive or purge the two IDRs together.

Submit is the final online transaction the IU takes to deliver an IDR to SSA. When an IU selects the “Submit” button at the end of the IDR, the IU finally transmits the IDR to SSA electronically. This action locks the IDR.

A submission is an IDR the IU has finally transmitted to SSA.