If the Processing Center Action Control System (PCACS) shows that no folder was created, the claim may be an electronic folder. Check eView to see if there is an electronic disability folder. If an electronic disability folder exists, discard the alert and read the ACR FIN. If no electronic disability folder exists, prepare a new yellow six-part Modular Disability Folder (if available), with an original bar code label. Send the folder and the alert to the FO. Read the ACR FIN.

For follow-up purposes and to reduce duplication of effort, document on the SSA-5002 (see DI 40525.125) all your efforts to locate the folder(s). Circle/highlight pertinent data/information, e.g., on the NUMI circle/highlight any name change. Keep all reports of telephone calls, and other pertinent material and queries in file.

NOTE: Even though the procedure in the remaining sub-chapters specifies which job disciplines are to perform certain functions, OCO/PSC/DRS management can assign these tasks to any job discipline. The assignments are at the discretion of the local management team.

Take the following actions:

1. a. 

   If the search for the medical folder is unsuccessful (not to exceed 120 days), prepare a duplicate folder.

2. b. 

   Staple the direct release/mailer alert to the front of the folder. File the Special Search report with any attached documents in the duplicate folder.

3. c. 

   Record the duplicate folder to PCACS location MODXX DE BKLG (i.e., given to the OCO modules DEC/DE or to location DRS DE PROC in the PSC DRS).

4. d. 

   Forward the duplicate folder to the DSE employee or the DE/DEC.

Take the following actions:

1. a. 

   Select number 32 (Continuing Disability Review File) from the SSA MAIN MENU and hit the “Enter” key.

2. b. 

   Key “01” (QUERY) and complete the SSN, key the BIC only if it is other than "A", and hit the “Enter” key.

3. c. 

   At the ECDR screen, hit the “Enter” key.

4. d. 

   At the QCDR screen, write down the most recently dated 3-digit “DESTINATION” code that is found under the EVENT area of the screen hit the “Enter” key.

   EXCEPTION: If the “DESTINATION” code is “732” ignore it and use the jurisdictional FO instead.

5. e. 

   If in the "remarks" screen, hit the "enter" key to get back to the MCDR screen.

6. f. 

   Once at the MCDR screen, key “03” (PC UPDATE) and complete the SSN, key the BIC only if it is other than "A", and hit the “Enter” key.

7. g. 

   At the ECDR screen, hit the “Enter” key.

8. h. 

   At the IPCA screen, in the "SELECT EVENT TYPE", key “01” to transfer the case.

9. i. 

   The cursor will MOVE to the "FOLDER RECONSTRUCTION ISSUE" field which should contain a "Q". Change the “Q” to an “L” and hit the “Enter” key.

   NOTE: If the "FOLDER RECONSTRUCTION ISSUE" field does not currently reflect a "Q", as indicated above, DSE or DE/DEC still ENTERS the "L", because the duplicate folder is going to be forwarded to the FO. An “L” in the "FOLDER RECONSTRUCTION ISSUE" field of the Disability Control File (DCF) indicates that the medical folder is lost.

10. j. 

    See the CHART in DI 40525.100 regarding PCACS entries.

11. k. 

    At the CDR PC INPUT Screen B (IPCB), key the most recent 3-digit Destination code previously noted (see DI 40525.075B.3.d.) and hit the “Enter” key.

    EXCEPTION: If the “DESTINATION” code is “732” ignore it and use the jurisdictional FO instead. DO NOT physically transfer the folder to DOORS location #732 because the location is not a storage facility.

12. l. 

    If you have other cases to update, return to the MCDR screen and take appropriate actions.

13. m. 

    If all DCF updates are completed, LOG OFF in the usual manner.

14. n. 

    Prepare an SSA-5526-U3 and route the duplicate folder to the FO. Advise the FO that a medical CDR interview is necessary and to follow DI 13015.080.

15. o. 

    Update PCACS to show the duplicate folder is being sent to the FO.

    NOTE: FOs will contact the DRS/Module Manager for any original or duplicate folder received, that has not been updated in PCACS to their location.

16. p. 

    Release the duplicate folder (SSNX with a third digit higher than "1") in accordance with regular module procedures.