Retain Title II only denial cases in the FO for six months from the date of the denial notice, unless the claimant requests reconsideration or other claims activity requires folder movement (e.g., the claimant files a new disability application).

EXCEPTION: Do not hold cases for the 6-month retention period involving family maximum disabled widow(er) benefits (DWB) or childhood disability benefits (CDB) where the denied claim affects the payment of family benefits on a number holder’s SSN and there is a delay in paying the claimant’s benefits. Retain the folder for 60 days (appeal period). If claimant does not appeal the denial, send folder to the appropriate program service center (PSC) for processing of the benefit adjustments.

Retain Title XVI only claim folders in the FO until the claimant files an appeal or the Supplemental Security Income Control System (SSICS) requests the folder for shipment to the SSA National Records Center (SSANRC).

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  Retrieve the list of Title II 6-month denial cases each month using the Title II Six Month Denials utility. The list displays the claimant's name, social security number (SSN), date of denial, and PSC of jurisdiction or

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  For office closures, consolidations, or major office renovations you can ship Title II folders to the SSANRC at any time. If you expect to ship over 100 boxes, contact SSANRC prior to shipping and,

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  The SSN must be clearly written on the folder tab,

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  Only ship folders with an established Master Beneficiary Record (MBR),

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  Send Title II folders via UPS to:

  SSA National Records Center
  601 South 291 Highway
  6002 East Geospace Drive
  Independence, MO 64056

  SSANRC telephone number:
  1-888-281-2999

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  Review all SSI folders against the Master Destruction List located on the SSI Online Folder Shipment Lists site.

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  Do not ship Title XVI folders listed on the Master Destruction List. Instead, destroy all folders eligible for destruction and annotate as such.

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  Do not ship folders to the SSANRC that the field office needs within 90 days.

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  For the SSI folders that can be shipped, ensure the folders have a supplemental security income display (SSID) with a case control (CCTL) data line for the Filed Under Number (FUN). Lack of a SSID and CCTL line prevents the recall or destruction of the folder. Make the necessary inputs to create the SSID if one is not established.

• •

  Send Title XVI folders via UPS to:

  SSA National Records Center
  601 South 291 Highway
  6016 East Geospace Drive
  Independence, MO 64056

  SSANRC telephone number:
  1-888-281-2999

• •

  The SSANRC updates the Current File Location (CFL) to L0E upon receipt of the folder.

Note: Title XVI folders can be shipped to the SSANRC regardless of whether they appear on an Inactivation List.

Prior to folder shipment:

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  Determine if you can discard the post-entitlement (PE) material or fax it into the electronic folder. Do not send PE materials to the SSANRC.

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  Properly purge unnecessary material from the folder. The size of the folders shipped to the SSANRC affects shipping costs and the volume of folders the facility can store.

References:

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  SM 01201.115How to Prepare an SSI Claim for Shipment to the Social Security Administration National Records Center (SSANRC)

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  SM 01201.150SSI Quarterly Folder Referral Process

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  SM 01201.800 Supplemental Security Income (SSI) Quarterly Folder Inactivation Process

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  SSI Folder Destruction Process

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  Automatic Selection Criteria for SSI Folder Destruction

Complete the label fields as follows:

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  “Company” or “Name”: SSA National Records Center;

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  “Attention” :only when instructed for special shipping. Otherwise, leave blank;

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  Address 1 line : “601 South 291 Highway”;

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  Address 2 line: “6002 East Geospace (Title II)” or “6016 East Geospace (Title XVI)”;

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  City, state, and postal code entries: “Independence, MO 64056”; and

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  “Telephone”: SSANRC phone number: 888-281-2999.

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  Using standard white shipping boxes for folder shipment is an option, not a requirement. However, when choosing a box for folder shipment, you must use the smallest shipping boxes possible and the boxes must be durable. For smaller shipments, consider using fiber envelopes from UPS for no extra charge.

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  You may use the purchase card to order special-use boxes for storing and shipping folders from GSA Advantage. The National Stock Number (NSN) is 8115-00-117-8249. Be sure to check with management before ordering boxes.

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  For additional information regarding packaging and labeling instructions, refer to the SSANRC website.

NOTE: Improper shipping boxes, including those with excess space, can crush or open and create a potential loss of personally identifiable information (PII).