Identification Number:
CJB 10-03
Intended Audience:All ODAR Hearing Level Personnel
Originating Office:ODAR Office of the Chief Administrative Law Judge
Title:Folder Assembly for Certified Electronic Folders (CEFs)
Type:Chief Judge Bulletins
Link To Reference:CJB 08-02
Retention Date: Indefinite

Folder Assembly for Certified Electronic Folders (CEFs)

CJB 08-02 effective February 1, 2008 is being replaced to reflect the folder assembly process for Certified Electronic Folders (CEFs). This folder assembly process must be used for all CEFs.

As we gained experience working with electronic folders, we developed and used various folder assembly processes. We reviewed the work product of staff across the country and listened to their concerns. We have also considered how folder assembly functions have affected other components and our service to the public.

We determined the CEF folder assembly procedures described below allow us to maximize both the quality and quantity of the folders we assemble. These procedures ensure that essential functions such as updating page numbers, splitting commingled documents, and adding appropriate document descriptions (metadata) are performed. This process provides an exhibited folder that meets the requirements of our governing regulations, the quality standards of our judges, and the requirements of subsequent appellate levels.
CEF Folder Assembly Procedures

The following tasks must be performed for every case that is scheduled for hearing.
      Preliminary Steps

        · Obtain current queries and place in the CEF:
            § Informational/Certified Earnings Record System (ICERS)

            § Detailed Earnings Query (DEQY)

            § Summary Earnings Query (SEQY)

            § New Hire, Wage and Unemployment Query (NDNH)

        · In eView, select Edit (Lock Case).

        · Open the Case Documents Tab.

        · Select Refresh Documents.

        · Download any missing documents from the Online Retrieval System (ORS).

        · Begin folder assembly by opening each section one at a time beginning with Section A.

CEF Folder Assembly Steps
        · Open each document within Section A
            § Determine appropriate metadata (sources, dates, document types).

            § Verify the document does not contain personally identifiable information (PII) for another individual and remove pages as appropriate.