Effective Dates: 08/29/2023 - Present Previous | Next

TN 4 (08-23)

DI 52145.015 Retention of Workers’ Compensation/Public Disability Benefit (WC/PDB) Proofs

WC/PDB proofs often involve complex, State-specific awards, forms, or settlements that require some degree of interpretation and analysis. Therefore, retain all WC/PDB proofs permanently. Do not annotate WC/PDB proofs on the Shared Processes Evidence (EVID) Screen.

A. Retaining WC/PDB proofs

1. Field Office (FO) actions:

  • •

    Electronic folder (EF) established:

    Always fax all WC/PDB proof documents into the EF. Documents can still be faxed into the EF if the Electronic Disability Collect System (EDCS) case is closed. See Faxing Documents into the Certified Electronic Folder (CEF) Using Barcodes, DI 81010.090. If Processing Center (PC) action is required, also fax material into the Paperless Processing Center (PPC) system using the Evidence Portal (EP). For additional information on EP, see MS 09701.001.

    These systems will allow for later viewing of proof documents by FO and PC personnel.

  • •

    Paper folder established:

    Fax all WC/PDB proof documents into the Non-Disability Repository for Evidentiary Documents (NDRed) using EP. If the paper folder is present in the FO, retain a copy of the source proof in the paper file. If PC action is required, also fax the material into Paperless using EP.

2. Processing Center (PC) actions:

  • •

    Electronic folder (EF) established:

    Always fax all WC/PDB proof documents secured by PC personnel into the EF, in addition to Paperless, so the FO can view the documents (remember, FOs cannot access Paperless). See Faxing Documents into the CEF Using Barcodes, DI 81010.090.

  • •

    Paper folder established:

    Always scan or fax all WC/PDB proof documents into NDRed using EP, so the FO can view the documents (remember, FOs cannot access Paperless). Retain a copy of the source proof in the paper file, if the folder is physically present when the action is taken.

B. Returning WC/PDB proofs

FO and PC action: When the proofs are successfully added to the EF or NDRed, return claimant submitted evidence per GN 00301.275. Also see GN 00301.322 for policy instructions related to the retention of paper material. Documents from sources other than the claimant can be destroyed unless return was requested by the individual who submitted the documents.

C. Viewing WC/PDB proofs

All FOs, PCs, Disability Determination Services (DDSs) and the Office of Quality Performance (OQP) can view documents stored in NDRed by using the Evidence Portal (EP).

PC users can view material faxed into NDRed in EP. The EP icon is located on the Paperless toolbar. See MS 09701.000 for procedure on using EP.

To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0452145015
DI 52145.015 - Retention of Workers’ Compensation/Public Disability Benefit (WC/PDB) Proofs - 08/29/2023
Batch run: 08/29/2023
Rev:08/29/2023