Identification Number:
DI 81020 TN 12
Intended Audience:See Transmittal Sheet
Originating Office:ORDP ODP
Title:DDS Procedures - Electronic Process
Type:POMS Transmittals
Program:Disability
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part DI – Disability Insurance
Chapter 810 – Electronic Disability Guide (eDG) Procedures for the Electronic Process
Subchapter 20 – DDS Procedures - Electronic Process
Transmittal No. 12, 07/25/2019

Audience

PSC: CA, CS, DE, DEC, DTE, ICDS, IES, ISRA, RECONR, SCPS, TSA, TST;
OCO-OEIO: BET, CR, CTE, ERE, FCR, FDE, FDEC, RECONE, RECONR, RECOVR;
DQB: DE, PA, PE, TL;
OCO-ODO: BET, BTE, CR, CTE, CTE TEDE, DEC, DS, PAS, PETE, PETL, RCOVTA, RECONE, RECONR, RECOVR;
ODD-DDS: ADJ, DHU;
FO/TSC: CS, CS TII, CS TXVI, CSR, CTE, DRT, FR, OA, OS, RR, TA, TSC-CSR;
OHO/OAO: HQ;

Originating Component

ODP

Effective Date

Upon Receipt

Background

This transmittal provides policy references for electronically adding queries used to resolve insufficient vocational evidence into the CEF. This is a quick Action Transmittal. These revisions do not change or introduce new policy or procedure.

Summary of Changes

DI 81020.050 Onsite Scanning Procedures

Added a reference to DI 22515.020 and GN 04440.007 to DI 81020.050B, bullet 6.

DI 81020.050 Onsite Scanning Procedures

A. General

Onsite scanning is the Disability Determination Services (DDS) process for scanning and indexing paper documents received from external sources into the Certified Electronic Folder (CEF). The DDS also has the option to send documents to the scanning contractor.

B. What Not to Scan

Do not scan any document that is produced electronically and automatically added to the CEF or that is not essential folder material, including the following:

  • Electronic Disability Collect System (EDCS) disability forms or self-help SSA-3368s (Disability Report – Adult), SSA-3441s (Disability Report – Appeal), or SSA-3820s (Disability Report – Child);

  • Disability Starter Kit Worksheets (SSA-3381 and SSA-3819);

  • EDCS Routing Forms;

  • eForms that are electronically signed and uploaded to the CEF (see eForms - DI 81020.105);

  • Prior folders in their entirety (see Prior Folder Material - DI 81020.030); and

  • Case queries that can be recreated electronically (see GN 04440.007 for guidance on the use of queries when documenting work history and DI 22515.020 for instructions on using and electronically adding queries to the CEF)

NOTE: The DDS should print and scan into the CEF any query that has adjudicative significance to the current determination (e.g., SSID that shows a prior Title XVI allowance on a Title II collateral estoppel claim).

C. What to Scan

Ensure that all disability documents received from external sources are scanned and indexed to the CEF except for those noted in Onsite Scanning Procedures - DI 81020.050B.

Follow local operating procedures to determine when documents are locally scanned by DDS or sent to the contract scanner.

D. DDS Scanning Quality Assurance

Review all documents scanned by the DDS to ensure clarity and usability for on-screen viewing. Indicate that the scanned image is the best quality that can be achieved based on the condition or quality of the source document. An annotation to the worksheet or a notation entered in the “Note” field of the document in eView may be used to indicate that the “best quality image” was achieved.

NOTE: Scan medical evidence containing graphical elements in color if a bi-tonal image of the medical evidence cannot be clearly viewed onscreen (see Electronic Case Documentation - DI 81020.065).

E. Document Retention

Retain onsite scanned documents per Document Retention and Destruction - DI 81020.055.

F. DDS Sends Documents to Contractor

When the DDS opts to send documents to the contractor to be scanned:

  • Generate a barcode coversheet (see DMA Barcodes and Document Indexing - DI 81020.035);

  • Attach it to the evidence to be scanned; and

  • Mail the source documents to the scanning PO Box (see Contract Scanning Procedures - DI 81020.045).


DI 81020 TN 12 - DDS Procedures - Electronic Process - 7/25/2019