TN 1 (01-14)

DI 81007.020 Elements Common to Internet Disability Reports (IDR)

A. Overview

SSA offers three different IDRs to users. Each has a different purpose:

  1. The i3368 is the report used for initial disability claims filed for adults age 18 and older.

  2. The i3820 is the report used for Title XVI child disability claims.

  3. The i3441 is for appeals of unfavorable disability determinations.

Though each IDR has a different purpose, they all share some characteristics. This subchapter describes many of those commonalities.

B. IDR screening

Prospective IDR users (claimants and third parties) must meet certain screening criteria to start an IDR successfully. Even though they are similar to each other, each IDR has a specific set of screening criteria. However, the place and point at which the screening takes place is different for each report. Failure to pass the screening prevents access to the IDR. All the IDRs require screening. If the prospective IDR user fails to pass screening, the IDR will provide information about alternatives (for example, referral to SSA’s 800 number, the field office, etc.).

1. i3368 screening

The i3368 was a standalone IDR through 01/24/2014. Up to that date, the i3368 screening criteria were not identical to iClaim’s. Starting 01/25/2014, prospective i3368 users must first apply for Title II disability via iClaims. IUs cannot establish an i3368 independently of an iClaim filing. Effectively, iClaim screening is also i3368 screening. See GN 00204.055B.2. for more information about iClaim screening.

2. i3441 screening

IUs cannot gain access to the i3441 without first submitting an appeal request (i561 or i501) through iAppeals. Screening for iAppeals is effectively screening for the i3441. See GN 03101.125B. for more information about iAppeals screening.

3. i3820 screening

The i3820 is a standalone IDR used for Title XVI disabled child claims. The i3820 screens both the applicant and the disabled child. See TC 31510.010B. for more information about i3820 screening.

C. Field office (FO)

It is possible for IUs to enter false or erroneous information into iClaim, iAppeals, and IDRs that satisfies screening criteria. Since it is possible that IUs can pass through the identity checks and other screening criteria within those systems by accident or design, FO employees must:

  • Review each iClaim, iAppeals request, and IDR carefully;

  • Query SSA systems (for example, Appointment Referral Calendar screens, MBR, SSR, MCS, MSSICS, etc.); and,

  • Contact the claimant by phone or mail to resolve discrepancies.

D. Reentry numbers

IUs do not have to complete and submit their iClaim, iAppeals request, or IDR in one online session. They can leave and later use their reentry number to return and continue.

The iClaim and IDRs issue randomly generated reentry numbers to IUs who pass the initial screening pages and input enough additional information to establish a partial. The system presents the reentry number to the IU on the first page displayed after establishing the partial. The text on that page instructs the IU to print the page, save the page, or write the reentry number on a piece of paper for later use.

With the claimant’s SSN and the reentry number, the IU can enter, leave, and reenter an IDR or iClaim an unlimited number of times until one of the following happens:

  • The IU finally transmits (submits) the IDR to SSA.

  • The IU makes three consecutive unsuccessful attempts to reenter the partial (for example, the IU mistypes the reentry number three times). The third consecutive unsuccessful attempt locks the partial permanently. The IU must either start a new IDR or contact SSA for help.

    NOTE: SSA employees cannot research, find, and give reentry numbers to IUs who have lost their reentry number. The system issues only one reentry number for each partial. If the IU loses the reentry number, SSA has no way to recover it for the IU.

  • An IU starts another partial of the same type (usually due to a lost reentry number).

  • The system moved the partial to the archive file because the IU did not submit it before the end of the period allowed for storage on the Internet Report Database.

NOTE: FO technicians cannot propagate data from IDR partials into the Electronic Disability Collect System (EDCS). If an IU has not submitted an IDR, but a partial exists for the claimant, FO technicians should ask the claimant (or IU, if different) to submit the IDR before creating the case in EDCS. That will allow the FO technician to propagate the IDR into EDCS.

E. Multiple partials

DI 081007.020D in this section outlines conditions under which the system might lock an IDR. When an IU discovers his or her current IDR partial locked, the IU must start a new partial. Whenever an IU starts a new IDR partial for the same SSN, the system generates a new reentry number for the new partial. The reentry number for any prior IDR is no longer valid. The information entered on any previous IDR remains on the database. However, the information held within the previous IDR(s) does not propagate to the new IDR. The IU must start the new IDR from the beginning.

There is a limit to how many IDR partials with the same SSN can exist on the database. An IU can start up to three IDR partials, of the same type, per SSN. For example, an IU can start an i3820 for a child and up to two more afterward; only the most recently established partial is active. The system will reject any attempt to start a fourth IDR partial. The IU will receive a message page that he or she cannot establish a fourth partial. That page also directs the IU to contact the SSA 800 number or an FO for help.

F. Editing IDRs

Except for the claimant’s name, birthdate, and SSN, IUs can add, delete, or modify information in an IDR partial as often as they feel necessary. However, after submission, the system locks the IDR and does not allow access.

If an IU wants to add, modify, or delete information after IDR submission to SSA, the IU can:

  • Record the new or modified information in writing and submit it to SSA; or

  • Call SSA to report any changes.

NOTE: After propagating an IDR into EDCS, the FO must review it for completeness. To prepare the IRD for transfer to the disability determination services (DDS) or hearing office (HO), EDCS users can modify, update, and supplement the information in the disability report as necessary.

G. IDR sessions and lockout

An online session expires if the IU does not move from one IDR screen to another within 30 minutes. When a session expires due to inactivity, information on the current screen is lost. The IDR presents a warning message about five minutes prior to expiration.

When an IU exits an IDR, there is a five-minute lockout period. The IU can reenter the IDR after five minutes. The IDR system retains information through the last screen on which the IU selected the “Next” button.

H. Submitting IDR partials

IDRs do not require IUs to complete every item presented in the screen path. After an IU completes all the required questions, the IU can submit the IDR to SSA electronically. Before submission, each IDR will:

  • Display, divided into sections, a summary of the information the IU entered.

  • Display in the summary any outstanding edit conditions the IU must resolve.

  • Allow the IU to add more information or edit any of the previously entered information in any of the sections displayed in the summary.

  • Encourage IUs who indicate they have access to a printer to print a Cover Sheet and an SSA-827, when necessary. The Cover Sheet is supposed to accompany any other material the IU submits to SSA separately from the IDR.

  • Present the “Submit” button. Selecting the “Submit” button transmits the IDR to SSA. That action is final; the IU cannot return to the IDR.

After submission, each IDR will:

  • Present a receipt for the IDR that includes a summary of the information in the IDR and the address of the servicing FO. The IU can save or print the receipt.

  • Tell the IU what he or she needs to do next, for example submitting a paper SSA-827.

IUs have the option of mailing or bringing any other required forms (for example, SSA-827) to the FO.

I. Purging IDR partials from the database

If the IU does not submit an IDR partial within a certain amount of time, the system will archive that IDR, or set of IDRs, in the inactive file. The system will purge archived IDRs from the inactive file at defined intervals. In general:

  • An unsubmitted i3368 partial will move to the archive file 30 days after the 6-month protective filing period ends. If there is a set of partials, the 6-month period starts with the date the IU started the earliest i3368 in the set.

  • An unsubmitted i3820 partial will move to the inactive file 30 days after the 6-month protective filing period ends. If there is a set of partials, the 6-month period starts with the date the IU started the earliest i3820 in the set.

  • An unsubmitted i3441 partial will move to the inactive file 3 months after the IU started it. If there is a set of partials, the 3-month period starts with the date the IU started the earliest i3441 in the set.

  • Until the system purges it, FO technicians can retrieve and print any IDR held within the inactive file with a query obtained through the Internet query facility (see DI 81007.070.). However, it is not possible to restore archived files to the IDR database for submission and later propagation to EDCS.

  • The system purges archived IDRs after 30 days. There is no way to retrieve a purged IDR.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0481007020
DI 81007.020 - Elements Common to Internet Disability Reports (IDR) - 02/04/2014
Batch run: 02/04/2014
Rev:02/04/2014