In preparing a file for a disability insurance benefit (DIB) or freeze case, the field office (FO) enters the number holder's (NH) social security number (SSN) on the face of the folder tab. The NH's surname and first initial are entered on the reverse of the folder tab.

The FO enters the NH's SSN on the face of the folder tab and the child's surname and first initial on the reverse of the folder tab. If the parent's DIB claim is forwarded along with the CDB claim to the disability determination service (DDS), the CDB and DIB files are stapled together.

The FO enters the NH's SSN on the face of the folder tab, and the widow(er)'s surname and first initial on the reverse of the folder tab.

In multiple Title II claims (e.g., DIB-CDB, DIB-DWB) the FO will prepare one Modular Disability Folder (MDF) for the DIB (HA) claim containing the medical information and attach a brown two part folder for the other Title II claim (i.e. CDB or DWB) containing the non medical information. These folders are stapled together. (See DI 70005.005.)

If a DDS determination is necessary on only one of the claims, only the claim folder for which a determination is required will be sent to the DDS. A report of contact advising the DDS of this fact will be included in the file.

If the claimant is filing for Title XVI only, the FO will enter the claimant’s SSN on the face of the folder tab. The letter “S” is entered after the number to indicate Supplemental Security Income (SSI) involvement. The claimant's surname and first initial are entered on the reverse of the folder tab.

In concurrent Title II-Title XVI claims on the same SSN (e.g., DIB-SSI/DI), only one MDF is prepared and it is, in effect, the Title II folder. This folder contains all medical records for both claims and the non-medical records for the Title II claim. The non-medical records for the Title XVI claim, including the disability transmittal form, are filed in a brown two-part folder and attached to the Title II folder jacket. (See DI 11055.150 and DI 70005.005 for details.) The FO enters the claimant's Title II claim number on the face of the folder tab of the MDF. Here, too, the letter “S” is entered on the tab.In claims with two SSNs (e.g., DWB-SSI/DI), two folders should be prepared as in Title II related claims.

Non-Modernized Claims System (MCS) Claims

The FO uses the SSA-831–U3 to make the transmittal of disability claims material to the DDS when an electronic transmittal form cannot be completed. (See DI 11010.205 for instructions for completing SSA-831-U3.)

Non-Modernized Supplemental Security Income Claims System (MSSICS) Claims

The FO uses the SSA-831-U3 to make the transmittal of disability claims material to the DDS when an electronic transmittal form cannot be completed. (See DI 11010.205 for instructions for completing SSA-831-U3.)

If the FO makes a presumptive disability (PD) or presumptive blindness decision, a manually prepared SSA-831-U3 with proper signatures must be in the file. The DDS will retain this SSA-831-U3 as an attachment to the SSA-831-U3 completed by the DDS at case closure. (See DI 11010.205 for instructions for completing SSA-831-U3.)

The FO will transfer the EDCS record following DI 81010.085 for CEFs, and for EDCS non-CEF cases, and attach the EDCS routing form to material being sent to the next office.