DI 81010.115 eForms
A. Overview of eForms
eForms are electronic versions of Office of Management and Budget (OMB) approved forms that are used in case processing. Electronic Disability Collect System (EDCS) contains an internal link to the eForms program to facilitate completion of the forms associated with filing a disability claim which are not currently available in EDCS.
1. Accessing eForms in EDCS
All EDCS users can use the eForms available in EDCS. There are no restrictions on whether:
The user has jurisdiction of a case;
The EDCS case is in an update or view mode; or
A specific status is present.
2. eForms Available in EDCS
For a complete list of eForms available in EDCS, , refer to the "List of eForms Available in EDCS ”
3. Using eForms
When selecting an eForm from the list of available forms, certain information such as claimant’s name, SSN, and date of birth is displayed on the form, as appropriate. At this point, you can:
Key new data;
Overkey pre-existing information (with a few exceptions);
Save the form locally, but not within the EDCS case (e.g., on your workstation);
Print the form;
Send the form to the Certified Electronic Folder (CEF) by pressing the “EF” button on the tool bar; or
Electronically sign the eForm, if appropriate.
NOTE: The eForm electronic signature utility is approved for SSA/DDS internal use only. eForms requiring an external parties’ signature, such as the claimant or an appointed representative, must be printed, signed, and scanned into the CEF.
NOTE: If creating an eForm for an entirely paper case or a case with an EDCS record but the official folder is paper, then print the eForm and file it into the Modular Disability Folder (MDF) or mail it to the office with jurisdiction of the MDF.
B. Uploading eForms to the CEF
1. FO Completes eForm – Claimant Signature not Required
If the FO completes the eForm and it does not require the claimant signature or if attestation is applicable, select the “EF” button on the tool bar to send the form to the CEF. Review GN 00201.015F.6. - Alternative Signature Methods for a list of forms approved for signature proxy.
2. FO Completes eForm – Claimant Signature Required
If the FO completes the eForm and it requires the claimant’s signature and attestation is not applicable:
Complete the document in EDCS eForms;
Print the completed form and mail to the claimant for signature and any necessary corrections;
Save the form to the local office's shared drive;
When the signed form is received, retrieve the saved form from the shared drive;
Make any necessary corrections to the retrieved form and complete any sections that require FO input;
Save the corrected form (which now includes the FO determination, if appropriate) to the EF by pressing the “EF” button on the toolbar;
Create the appropriate barcode per Faxing Documents into the Certified Electronic Folder (CEF) Using Barcodes - DI 81010.090;
Fax ONLY the signature page with a barcode to the CEF per Faxing Documents into the Certified Electronic Folder (CEF) Using Barcodes - DI 81010.090; and
Use eView to verify that the faxed document appears in the EF before shredding the original document.
NOTE: The FO should only print barcodes for forms that will be faxed into the CEF by the FO. Do not print barcodes on eForms that will later be mailed to the Disability Determination Services (DDS). The DDS generates DMA barcodes using legacy system case processing software and does not use FO barcodes.
3. eForm Sent to a Claimant for Completion
If the eForm is sent to a claimant for completion:
Print the form and mail to the claimant for completion, signature, and any necessary corrections;
When the completed form is returned, create an appropriate barcode per Faxing Documents into the Certified Electronic Folder (CEF) Using Barcodes - DI 81010.090;
Fax the document into the EF per Faxing Documents into the Certified Electronic Folder (CEF) Using Barcodes - DI 81010.090; and
Use eView to verify that the faxed document appears in the CEF before shredding the original document.