The office making a copy of the case must review the folder to identify which documents
or portions of documents can and cannot be released, based on access and disclosure
rules.
For details on access and disclosure, see:
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Law and Regulations - Disclosure/Confidentiality - GN 03301.000;
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Access and Disclosure of Confidential Information and Official Records - GN 03300.000;
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Who May Consent - GN 03305.005 (for restrictions on parental disclosure of a minor child’s medical records); and
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Providing Access to Medical Records - GN 03340.035 (concerning parental access to a minor child’s medical records).
While preparing a copy of the record, consider the following:
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Documents contained in the Current Development/Temporary (green) section of the CEF
are not considered part of the official folder and should not be released.
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Documents marked as “DO NOT PROCESS” are not considered part of the final determination.
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Some documents should not be released based on SSA access and disclosure rules. Such
documents should be identified with a Sensitive Document Indicator in the Case Documents
tab to alert all eView users that the document marked may contain sensitive information
that should not be disclosed. See Case Documents Tab - DI 81005.050 for additional information about the Sensitive Document Indicator. Do not select
these documents for burning to a CD.
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If a document that is not stored in the CEF should be included in the file copy, print
the document and provide the paper copy to the requester along with the medical information
that is contained in the CD. Do not fax the printed document into the CEF.
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If only part of a document that is already stored in the CEF should be included in
the file copy:
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Redact the parts that cannot be disclosed; and
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Provide the paper copy of the redacted document to the requester. Do not fax/scan
redacted copy into the electronic file.
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Do not include unredacted/unsanitized documents when burning a CD.
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If there are documents stored in ORS, import the applicable documents from ORS into
the CEF using eView prior to burning the CD.