TN 1 (05-95)
NL 00702.145 Copies, Cover Letters
When copies of documents are needed for attorneys, ALJs or third parties, the technician should indicate this on an SSA-573 along with the names and addresses of the addressees. The copies will be printed on the laser printer and mailed at the same time as the original. If a copy needs to be returned to the component (see NL 00702.184 for dating), the SSA-573 should show “AFTER PRINTING RETURN TO COMPONENT” for that copy.
Copies are made by pressing PF5 when in the document edit mode.Do not make a copy of a document until after the original document is complete and has been checked using PF17 and PF2 (see NL 00702.140 and NL 00702.141). If a change is made to the original document after copies have been prepared, the typist must also make the changes to all copies separately since M/TEXT cannot automatically make the change(s). (See NL 00702.153 for “cc:” information.)
After pressing PF5, the screen will show a menu asking “Create new copy? (Y/ N)==>.” Enter “Y” and press ENTER. This will create the cover letter and a copy of the original document. If “N” is entered, the cover letter will be attached to the original document without making an additional copy. In most situations a “Y” should be entered when making a copy for an ALJ, attorney or third party.
After pressing ENTER, the screen will show:
01 Type of Copy?.........Enter ALJ, ATTY, ENCL, or NOENCL.
02 Name........................Enter the name of the addressee.
03-07 Address Line 1 through 5............Enter the address.
08 Zip Code..............Enter the Zip code.
09 Dictated Text Y/N.....If a custom cover letter is needed, answer “Y” to Dictated Text. Otherwise, answer “N.” (This is not currently operational.)
10-13................... Not Operational.
14 Claimant's Name.......Show the name of the addressee that appears on the document attached to the cover letter.
15 Date of Notice (/null) (See NL 00702.184.)
After completing the entries, press ENTER.
The screen now shows either the original document with the cover letter or a copy of the document with the cover letter depending whether “Create new copy?” was answered “N” or “Y.”
If “Create new copy?” was answered “Y” and ATTY, ALJ or NOENCL is entered, a copy of the document with a cover letter will be made. The copies will be the same as the original but while it will show enclosure remarks, no enclosures will be included in the mailroom.
If “Create new copy?” was answered “Y” and ENCL is entered, a copy of the document with a cover letter will be made. The copies will be the same as the original and the enclosureswill be included in the mailroom.
Follow the prompts to enter the information for the cover letter.
Each time a copy of a document is made, the document name is modified. Each document needs to be moved individually to a Review Queue or a Print Queue.
When creating a new ALJ or attorney copy of a document, there may already exist an ALJ or attorney copy that should be deleted. (See NL 00702.155 for how an ALJ or attorney copy should be deleted.)
Only the first copy can be created from the original document. To permit proper document identification, never return to the original document to make additional copies. This will “restart” the M/TEXT tie breaker sequence. To continue the correct tie breaker sequence, always make additional copies from the last copy created.