Effective Dates: 04/09/2021 - Present Previous | Next

TN 5 (04-21)

GN 03105.050 Regional Office (RO) Paper Folder Location and Reconstruction Procedures

A. RO role in claims folder location

1. Field office (FO) unable to locate folder

The RO role in claims folder location includes:

  1. a. 

    receiving notification from FOs when they are unable to locate lost folders;

  2. b. 

    advising and assisting FOs in locating lost folders; and

  3. c. 

    determining when an FO has exhausted efforts to locate a folder.

2. Office of Hearings Operations (OHO) requests folder

The RO role in claims folder location includes:

  1. a. 

    initiating a national folder search, either directly or indirectly, through the servicing FO per regional procedures;

  2. b. 

    giving priority attention to cases covered by court-imposed time limitations; and

  3. c. 

    advising OHO and FO of efforts to locate the file and the expected completion date.

B. RO role in claims folder reconstruction

The RO role in claims folder reconstruction includes:

  1. 1. 

    receiving requests from OHO for folder reconstruction;

  2. 2. 

    giving priority attention to cases covered by court-imposed time limitations;

  3. 3. 

    providing FOs guidance in reconstruction procedures;

  4. 4. 

    establishing appropriate controls to ensure that FOs complete folder reconstruction within 15 business days;

  5. 5. 

    monitoring FO reconstruction efforts and requesting periodic progress updates from FOs; and

  6. 6. 

    providing liaison between OHO and the FO during the reconstruction process.

In the past, all ROs were involved in assisting FOs with locating folders and authorizing folder reconstruction. Now, some regions delegate the decision to reconstruct a paper folder to the FO district manager or a second level manager.

To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0203105050
GN 03105.050 - Regional Office (RO) Paper Folder Location and Reconstruction Procedures - 04/09/2021
Batch run: 04/09/2021
Rev:04/09/2021