BASIC (01-08)

DI 81010.135 Storing Non-Medical Evidence in the Electronic Folder (EF)

Whenever possible, annotate new non-medical evidence electronically via Modernized Claims System (MCS), Modernized Supplemental Security Income Claims System (MSSICS), Interactive Computation Facility (ICF), Shared Process, or Post-Entitlement Online System (POS) per:

  • Electronic Evidence Documentation and Retention - GN 00301.286;

  • Material Essential to Claims Folder Documentation - GN 00301.290; and

  • Nonessential Material to be Omitted from Title II and Title XVI Claims Folders - GN 00301.295.

A. Evidence for Pending Claims or Appeals

When a copy of a document must be stored in the file for pending claims or appeals:

  • Fax the documents into the EF per Faxing Documents into the Certified Electronic Folder (CEF) Using Barcodes - DI 81010.090.

  • Shred the document after successful faxing, unless other procedures require the return of the evidence to the claimant.

B. Receiving Paper Disability Reports

1. Receiving a Paper Disability Report in the Field Office (FO) for Electronic Disability Collect System (EDCS) Claims

The EDCS version of the disability report is deemed the official record. Take the following action when processing a paper disability report:

  • Enter all disability report responses in conjunction with any information provided by the claimant during a disability interview into EDCS, and destroy the paper form.

  • When something is unusual about the appearance of the paper report (e.g., there are unusual drawings, extensive writing in the margins, or unusual language) and that information could be relevant to the disability determination annotate the “Remarks” section of the EDCS 3367 with a description of the relevant information included on the paper report.

  • When a paper disability report is received after the claim has been transferred to the Disability Determination Services (DDS) or Hearings Office (HO), compare it to what is already on EDCS, record any new or changed information using the EDCS Update-After-Transfer function, and destroy the paper form.

NOTE: Do not collect or store worksheets from the Disability Starter Kits (SSA-3381 Medical and Job Worksheet for adult claims and SSA-3819 Medical and School Worksheet for SSI childhood claims) in the EF.

2. Receiving a Paper Disability Report for EDCS Exclusion and Paper Cases

If a case is excluded from EDCS processing:

  • Retain the paper version of the disability report as the official record;

  • Review and complete the paper report;

  • Obtain any incomplete or missing information or clarify as necessary; and

  • File the paper report in the applicable section of the Modular Disability Folder (MDF).

NOTE: See Certified Electronic Folder (CEF) Exclusions - DI 81010.030, for more information on exclusion cases.

3. Other Non-Medical Evidence

Take the following action when the claimant, representative, or third-party submits non-medical evidence:

  • Annotate non-medical evidence on the SSA Mainframe system whenever possible (See Electronic Evidence Documentation and Retention - GN 00301.286A.2.).

  • When non-medical evidence must be stored in the disability folder, create a barcode and fax the document into the EF.

REMINDER: As a general rule, if a document is signed, a signature is required, and it cannot be recorded using attestation, the original document should be faxed into eView. Also fax all Workers’ Compensation/Public Disability Benefits (WC/PDB) proofs for EDCS claims into eView.

C. Post-Entitlement (PE) Material

1. Determine whether the documents need to be stored in the claims file

  • If possible, record the evidence in MCS, MSSICS, RPOC or DROC. Refer to What Information is Needed on EVID and DROC in PE Situations to Identify the Type of Evidence Submitted - GN 00301.288.

  • Most folder documentation can be summarized on the EVID or DROC screens.
    Some documents cannot be summarized and must be faxed into eView. Follow Electronic Evidence Documentation and Retention - GN 00301.286 to determine whether the document needs to be stored in the claims folder. As a general rule, if a document is signed, a signature is required, and it cannot be recorded using attestation, the original document should be faxed into eView. Also fax all WC/PDB (Workers Compensation/Public Disability Benefits) proofs for EDCS claims into eView.

    Examples include:

    • Signed Employer Report of Monthly Earnings (SSA-725s),

    • Attorney fee documents,

    • Subsidy questionnaires,

    • Court decisions,

    • Cessation or Continuance of Disability or Blindness Determination and Transmittal for work CDRs (SSA 832/833s) and SSA-725.

      REMINDER: The SSA-1695 (Identifying Information for Possible Direct Payment of Authorized Fees), showing the representative’s personal identifiable information (PII), should not be faxed into eView. (See Representative and Employer Registration - GN 03910.042B.) Do not mail to the PC.

  • Post entitlement material pertaining to non-disabled auxiliary beneficiaries entitled on the disabled Number Holder’s (NH) claim should also be stored in eView under the NH’s SSN. If the auxiliary is disabled i.e., CDB, DWB all post entitlement material will be stored in eView using the beneficiary’s BOAN.

  • Trailer Mail – follow Processing Trailer Material for CEF Cases - DI 81020.140. Trailer material must not be routed to the PC as was done in the former paper folder environment.

2. To store a document for an EDCS case in eView:

  • Create a barcoded cover sheet, in EDCS or eView, for the document per Faxing Documents into the CEF - DI 81010.090.

  • Select the appropriate document type for the form/document that is being added to eView. If the document is not on the list, use the generic document type for the section:

    If the document should be filed in:Use Document Type:

    A section -- Yellow Front

    7010 - Misc Payment Documents

    B section -- Red

    7011- Misc Jurisdictional Documents/Notices

    C section -- Green

    7012 - Misc Current Development/Temporary

    D section -- Orange

    7013 - Misc Non Disability Development

    E section -- Blue

    7014 - Misc Disability Development

    F section – Yellow Back

    7015 - Misc Medical Records

  • Fax the document to the appropriate Regional DMA fax number per Faxing Documents into the CEF Using Barcodes - DI81010.090. (See Storing Non-Medical Evidence in the EF - DI 81010.135C.3., for important information about documents that require Program Center action.)

  • Access eView, and open the document to verify that all pages of the document were successfully faxed into eView.

  • If the image does not appear, follow local procedures for reporting problems when faxed documents are not immediately available in eView.

  • When the document has been successfully added to eView, destroy the paper document, even if it is signed. Keep in mind that any original documents should be returned to the claimant/beneficiary.

3. If action is required in the PC the following is needed in addition to faxing into eView:

  • Use the SSA-409 (Post Adjudicative Routing) to notify the PC of the action to be taken. Clearly identify the actionable material so it can be assigned an appropriate TOEL.

  • Annotate the SSA-409 with a remark indicating the material has been faxed to the designated section in eView.

  • Fax the SSA-409 to the PC’s Paperless Processing Center System (PPC) using the Paperless fax number.

    PC fax numbers are available at the following link: http://kcnet.kc.ssa.gov/programs/regional/mampsc/paperlessfaxnumbers.htm

  • Fax the document into the appropriate section using the appropriate Regional DMA fax number. (See Faxing Documents into the CEF Using Barcodes - DI 81010.090 for a list of Regional DMA fax numbers).

IMPORTANT NOTE: eView will not alert the PC to take an action on the document. This is why you must also fax the SSA-409 to the PC’s Paperless fax number.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0481010135
DI 81010.135 - Storing Non-Medical Evidence in the Electronic Folder (EF) - 09/30/2014
Batch run: 09/30/2014
Rev:09/30/2014