A claimant must submit the original record or a custodian certified photocopy or extract
of the original record. The record custodian must affix a signature, stamp, or seal
to the photocopy or extract attesting to the accuracy of the document. An electronically
certified copy is not acceptable when we require a certified document.
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a.
Accept an uncertified photocopy from the claimant, only if they submit the original
along with the photocopy. Compare the photocopy with the original to examine it for
authenticity and alterations. For acceptability of photocopies of W-2s (Wage and Tax
Statement) and tax returns, see GN 00301.030B.4.
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b.
Always ask for preferred evidence to establish a factor of entitlement, if it exists.
The rules on probative evidence do not always require preferred evidence. If all of
the following apply, the adjudicator can accept an evidentiary standard other than
preferred evidence depending on:
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•
general availability of the evidence;
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•
special difficulty in obtaining the preferred evidence;
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•
importance of the fact to be proven;
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•
possibility of independent verification of the essential elements of the factual situation;
and
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•
nature of the evidence offered.
In some instances, allegations by the claimant are sufficient.