TN 2 (08-09)

A. Case documents tab general

In the Certified Electronic Folder (CEF), the sections under the Case Documents Tab have the same organization as the sections in the paper Modular Disability Folder (MDF). Electronic documents are located in the same sections of the CEF as paper documents would be in a MDF. The CEF Case Documents tab also includes separate sections for Queries and Multimedia Files. At the Hearing Level, the Case Documents tab includes a Private file only accessible to the hearing office with jurisdiction.

Upon opening the Case Documents Tab, the sections in the CEF appear in the “Collapse All” mode. Users have the option to “Expand All” (select “Expand All”) sections or expand sections individually (Click specific section of title bar). Expanding a section displays column headers for the summary information about each document listed in that section. Select any column header to sort and re-sort data in ascending (or descending) alphabetical (or numerical) order.

NOTE: The summary information for each document is called meta-data.

B. Case documents tab capabilities

From the Case Documents screen, users with appropriate security access can:

1. Obtain and view queries and save them to the CEF;

2. Import applicable documents from the Online Retrieval System (ORS);

3. View individual documents, including those marked as “Sensitive” by clicking on a document from the list of documents in each section. To open multiple documents:

   • Check the box next to the document(s) name; and

   • Click the “Open” button at the bottom of the screen

4. Create barcodes for images to be scanned into the EF. For more information on creating barcodes, see DI 81010.090 - Creating Barcode Coversheets, and DI 81020.035 - DMA Barcodes and Document Indexing.

5. Perform edit functions, such as move DMA imaged documents to another section in Case Documents. See Editing a Certified Electronic Folder (CEF) in eView - DI 81001.040;

6. Add documents to the Exhibit List (limited to ODAR users);

7. Copy documents to a CD. See Copying a Certified Electronic Folder (CEF) to CD - DI 81001.035;

8. Print Documents. See Printing from eView - DI 81005.065;

9. Edit information about documents (meta-data) stored in the CEF via the “Details” link. For example, a user can add, change, or delete a note about a document stored in the EF ;

10. Add or remove a Sensitive Document Indicator via the “Details” link. A yellow icon containing an exclamation point preceding any document indicates the document is marked as “sensitive”;

    IMPORTANT: Documents containing sensitive information must not be disclosed. For details on allowing access to medical records, see GN 03340.035- Providing Access to Medical Records

    NOTE: The sensitivity of a document cannot be changed after ODAR has permanently marked an Exhibit Number on the imaged page of an electronic exhibit.

11. View a list of outstanding document requests where a barcode was created in eView but the document has not yet been receipted into the CEF. Details about the outstanding request (e.g., the office that generated the barcode) are shown.

    NOTE: This does not apply to barcodes created in the DDS Legacy systems or in ODAR’s Case Processing and Management System (CPMS) and Appeals Review Processing System (ARPS).

12. View a list of bookmarks for all documents in the case by selecting the “Bookmarks” button at the bottom of the Case Documents screen. The resulting page provides the following information:

    • Bookmark Text;

    • Document Name;

    • The name of the source of the document.

    • Bookmarked page number;

    • Exhibit Number, if applicable;

    • Date the document was received into the Electronic Folder; and

    • Section in which the document is stored;

    • User ID, which is the identifying information for the user who added the bookmark

    Selecting a document from the bookmark list opens the DMA viewer directly to that page of the document.

13. View a list of categorized pages associated with all documents in the case by selecting the “Categories” button at the bottom of the Case Documents screen. The resulting page provides the following information:

    • Document Name;

    • Categorized page number;

    • Category Type (e.g., Mental, Physical, Mental and Physical);

    • The name of the source of the document.

    • Exhibit Number, if applicable;

    • Date the document was received into the Electronic Folder; and

    • Section in which the document is stored;

    Selecting a document name hypertext link (s) opens the DMA viewer directly to the page(s) of that document and of the category selected.