BASIC (01-08)

DI 81010.105 Deleting or Manually Clearing Electronic Disability Collect System (EDCS) Cases

A. Deleting EDCS Cases

Deleting a case from EDCS removes all data collected in EDCS for that case. However, it does not delete the claim from the Modernized Claims System (MCS) or the Modernized Supplemental Security Income Claims System (MSSICS). For more information on deleting a claim in MCS, see MSOM MCS 017.002 Claimant Deletion (CLDL) and for more information on deleting a claim in MSSICS, see MSOM MSSICS 004.011 Manual Processes (MNPS).

NOTE: If you create another EDCS case Internet Disability Report (IDR) data propagates into EDCS, unless you purged the IDR (7 months from the first IDR start date for the i3368 and 90 days for the i3820 and i3441).

Delete an EDCS case:

  • When the application was not properly filed by the end of all close out periods; or

  • If an EDCS case was created for an incorrect SSN.

Do not delete an EDCS case if:

  • The case is currently locked;

  • Jurisdiction of one or more of the claims on the case has been transferred;

  • A Field Office (FO) determination has been entered on the case; or

  • The case shows that it was manually cleared.

B. Manually Clearing EDCS Cases

EDCS Cases can only be Manually Cleared by a member of FO staff with a management profile.

NOTE: Manually clearing cases in EDCS does not clear claims from MCS/MSSICS.

1. Before Inputting a Manual Clearance

a. Case is Pending at the Disability Determination Services (DDS) in EDCS

If the case was pending at the DDS:

  • Obtain a Disability Determination Services Query (DDSQ); and

  • Verify that the case has been closed and is pending at your FO.

b. Case is Pending at the Office of Disability Adjudication and Review (ODAR) in EDCS

If the case was pending at the ODAR, verify that:

  • The case has been closed on case processing and Management System (CPMS); and

  • Your FO has jurisdiction of the case.

c. Case Closure Documents

Check eView and verify that the proper closure documents (i.e., SSA-831, PDN, and DDS worksheet) from the DDS or ODAR are imaged in the Certified Electronic Folder (CEF). If not, management personnel must request DDS or ODAR add these documents to the CEF prior to inputting the Manual Clearance. It is imperative for proper processing that the closure documents are in the CEF before the Manual Clearance is input.

NOTE: If the case is not a CEF, ensure the paper copies of the closure documents are also contained in the paper Modular Disability Folder (MDF).

2. Manually Clearing the Case

To manually clear the case:

  • Select the Manual Clearance button on the Disability Case Selection page;

  • Select one of the following reasons for manual clearance from the drop down box:

    • “FO did not transfer the EDCS report to DDS”

      The FO failed to timely transfer the EDCS report to the DDS and the National Disability Determinations Service System (NDDSS) shows the case was receipted.

    • “FO did not transfer the EDCS report to ODAR”

      The FO failed to timely transfer the EDCS report to ODAR and ODAR has posted their decision to the Case Processing and Management System (CPMS) and the CPMS status shows the case is closed.

    • “DDS decision, transaction failure, EDCS segment still open”

      DDS inputs the disability decision and closes the case on NDDSS but EDCS still shows the case is open.

    • “ODAR decision, transaction failure, EDCS segment still open”

      ODAR inputs the disability decision and closes the case on CPMS but EDCS still shows the case is open.

    • “Applicant wants to withdraw a claim”

    • “Other”

      If none of the listed reasons apply, select “Other” and enter the rationale for manual clearance in the dialogue box (up to 50 characters).

  • Select the "OK” button.

Once manually cleared:

  • The case closes; and

  • “Manually Cleared” appears under claim status.

NOTE: The jurisdiction does change for a manually cleared claim.