The DMA barcode is used to automatically index documents that are faxed or scanned
into the Certified Electronic Folder (CEF). For more information about document indexing,
see Document Types -
The DMA Barcode contains information that:
Associates the document with a specific case;
Identifies the Document Type (see Document Types -DI
Places the document into the correct section of the CEF.
NOTE: The section of the CEF is the default location based on the specific document type
used in the barcode. eView users may move the document to a different section after
imaging the document. For more information on moving imaged documents in the CEF,
see Locking/Unlocking a CEF in eView - DI 81001.040.
The DMA Barcode contains:
Component Site Code (e.g., V40).
Claimant's own SSN (COSSN).
Document Type (see Document Types - DI 81020.040).
DMA disposition code (identifies whether scanned documents are automatically added
to DMA or sent to the Disability Determination Services (DDS) printer):
“D” – Sends imaged document to the DMA repository (used for cases processed in DMA).
“P” - Sends the imaged document for printing (used for cases not processed in DMA).
Contract Scanner source document disposition code:
“F” – Contract Scanner forwards source document to originating site (for paper folders).
“S” – Contract Scanner stores source document at scanning contractor site (for CEF
Checksum is a systems generated number keyed by providers using the Electronic Records
Express (ERE) website to ensure they correctly keyed the indexing information on the
Request ID, is a unique number created by the case processing system that links the
document to an evidence request in the case processing system. The CEF sends the Request
ID to the case processing system as notification when the response is received. The
DDS case processing system alerts the Disability Examiner (DE) that the document was
received and updates the DDS worksheet to indicate the response was received.
NOTE: The Request ID may also be known as the turnaround document number, document control
number, voucher number, authorization number, case number, or a combination of these
terms depending on the DDS system.
DDS creates the barcode through its case processing system. The barcode is automatically
generated and placed on all case development correspondence and all documents used
for onsite scanning and contract scanning.
NOTE: A barcode must be affixed to all case development documents used to request evidence
for CEF cases.
Document indexing involves:
Storing the document in the correct CEF;
Filing the documents in the appropriate section of the CEF; and
Accurately identifying the document in the CEF without requiring the user to open
the document to determine what it is (e.g., Medical Evidence of Record, Consultative
Examination, SSA-3368 [Disability Report – Adult]).
Automatic Indexing occurs when the received document includes a barcode. The barcode
contains all of the necessary indexing information to place the document in the correct
case and section of the CEF, and to accurately identify the document.
Manual Indexing is performed when evidence is scanned, but the DMA barcode is missing
or deficient. Manual Indexing refers to keying the following indexing elements so
the document is placed in the correct case, in the correct section of the CEF and
is identified correctly:
Component Site Code (e.g., V40);
SSN of the claimant or the Number Holder (NH);
Document Type (see Document Types - DI 81020.040); and