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DI 13015: Special CDR Issues

Effective Dates: 07/05/2012 - Present

TN 1 (01-01)

A. Definitions

1. ACR

Action Control Record (ACR): PCACS record that controls an action. When the action is completed, the pertinent documentation is filed in the original folder.

2. AUX

This is the PCACS designation for the folder storage facilities other than the Megasite or SSANRC. The folders in the AUX files are both disabled and non-disabled NHs.

3. AUXRH

This is the PCACS designation for the Megasite storage facility.

4. DUPLICATE/REPLACEMENT FOLDER

Folder prepared when the original folder cannot be located or has been destroyed. It will contain queries and documentation of the folder search process.

5. FCR

Folder Control Record (FCR): PCACS record that controls a folder. PCACS can show more than one FCR for an SSN.

6. MEGASITE

Folder storage site for disability folders for NHs under age 54. The facility contains both PC7 and PC8 jurisdictional folders.

7. NIF

Not In File (NIF): The folder was not found in the location shown on PCACS. For documentation purposes, the folder was not found in other locations on the search form (SSA-5002.)

8. PCACS

Processing Center Action Control System (PCACS): Online control system to monitor the location and movement of ACRs and FCRs. See DI 13015.110D. for additional information about the PCACS query.

9. SSANRC

SSA National Record Center: Folder storage site for non-disability folders and disability folders for NHs age 54 and older. It contains folders for PCs 1-6. This is located in Caves in Independence, MO. There are a few other storage facilities that the individual PCs use to store folders.

B. Process

TII direct release CDR folders are pulled from the Office of Central Operations (OCO) Megasite in Baltimore and the SSA National Records Center (NRC, commonly referred to as the "Caves") in Independence, Missouri. They are shipped to the FOs so that CDRs can be initiated. Both the Megasite and NRC will obtain all folders within their files for the requested record and forward them to the FO.

When the Megasite/Caves does not find the folder, the PC of jurisdiction will be responsible for a special search and if necessary preparation of a duplicate folder. See DI 13015.060 ff.

C. Procedure - No Title II Folder Received - FO Actions Based on PCACS and Disability Control File (DCF) Reads

If no title II folder is received, the FO should proceed as follows:

  1. DO NOT make a repeat request to the Megasite or NRC for a folder, even if the folder/material does not contain the medical evidence used in the most recent prior favorable medical decision.

    EXCEPTION: If ODO/PSC determines the Title II folder is in a FO, they will forward the direct release alert to the Servicing FO. Retrieve the Title II folder and conduct the CDR interview.

  2. DO NOT consider a folder "missing" until a duplicate folder is received from ODO/PSC and the record is updated to the DCF. See DI 13015.060 ff.

  3. The following chart shows the more common PCACS TITLE II locations and FO actions:

PCACS LOCATION

FO ACTION

REMARKS

1. AUXRH QUES QUES or

AUXRH TEMP QUES (Megasite "questionable"" location)

DCF: "Q" posted in FOLDER RECONSTRUCTION FIELD

FO IS ON HOLD FOR A MAXIMUM OF 120 DAYS – Awaiting the folder or duplicate folder from OCO/PSC.

See DI 13015.060 – establish a CDRW (MSOM CDR 001.013 ) control at about 30-day intervals to check for status change in the “FOLDER RECONSTRUCTION” field.

Do NOT request the folder through PCACS.

See “NOTE:” in DI 13015.055.

This read indicates that OCO has searched for the folder and could not locate it in that location. Allow 120 days for this process.

2. CAVES QUES QUES

(NRC "questionable" location)

DCF: "Q" posted in FOLDER RECONSTRUCTION FIELD

FO IS ON HOLD FOR A MAXIMUM OF 120 DAYS – Awaiting the folder or duplicate folder from OCO/PSC.

See DI 13015.060 – establish a CDRW (MSOM CDR 001.013 ) control at about 30-day intervals to check for status change in the “FOLDER RECONSTRUCTION” field.

Do NOT request the folder through PCACS.

The NRC has searched for the folder and could not locate it in that location. Allow 120 days for this process.

3. PC 1-6 QUES QUES

(PSC "questionable" location)

DCF: "Q" posted in FOLDER RECONSTRUCTION FIELD

FO IS ON HOLD FOR A MAXIMUM OF 120 DAYS – Awaiting the folder or duplicate folder from PSC.

See DI 13015.060 – establish a CDRW (MSOM CDR 001.013 ) control at about 30-day intervals to check for status change in the “FOLDER RECONSTRUCTION” field.

Do NOT request the folder through PCACS.

The PSC has searched for the folder and could not locate it in that location. Allow 120 days for this process.

4. WITIHIN 120 DAYS After these “PCACS reads” are updated :

AUXRH QUES QUES -

AUXRH TEMP QUES

CAVES QUES QUES

OR

PC 1-6 QUES QUES

DCF: "L" posted in FOLDER RECONSTRUCTION FIELD

OCO/PSC is preparing a "DUPLICATE" folder.

TII ONLY: TICKLE for 15 working days when duplicate folder has been updated to the FO on PCACS, proceed per DI 13015.070.

TII/TXVI: TICKLE for 15 working days when duplicate folder has been updated to the FO on PCACS, obtain title XVI folder per DI 13015.055.

IF FOLDER NOT RECEIVED, Contact OCO/PSC-DRS for current status and tickle file for receipt per DI 13015.060.

  

5. DESTR DEST DEST

(Destroyed)

NO FO ACTION NECESSARY.
The folder has been destroyed.

The PC of jurisdiction will get the alert and is responsible for preparing a duplicate folder.

Do NOT request the folder through PCACS.

6. INTRN FOUT PTRN

(In transit, files out, permanent transfer)

For example, death cases, Age 54 transfers, folder misroute (i.e., wrong PC).

IN TRANSIT: 0-75 DAYS:

  • If PCACS date (LOCDT) is less than 75 days –TICKLE the case for 15 working days and recheck to see if folder has been received and read in by the new PC.

  • If not received in the PC, diary for another 15 working days, recheck status, if no movement, repeat tickle till folder is receipted in or LOCDT date is more than 75 days.

  • If folder is received in PC and PCACS changed accordingly, REQUEST the folder from the PC through PCACS.

  • If PCACS, not updated, proceed to 75 - 119 days.

IN TRANSIT MORE THAN 75 DAYS - UP TO and including the 119th DAY:

  • If the TO LOCATION has not changed to the current PC, CALL the PC shown in the TO LOCATION to see if they have the folder.

  • If YES, have them send the folder to your FO.

  • If NO, it is their responsibility to start the OCO/PSC lost folder process in accordance with DI 40525.070 - DI 40525.075 ff.

  • At this point - FO has no further action until a Title II or duplicate folder is received. See DI 13015.060 ff.

Do NOT request the folder through PCACS while the LOCATION shows INTRN FOUT PTRN. See EXCEPTION under FO Actions.

The folder has been sent to the office shown in the TO LOCATION.
 

EXCEPTION: If the folder location shows it to be in transit for more than 119 days, ignore the above steps. Phone the PC shown in the “TO LOCATION” and request the folder. Tickle for 15 working days for receipt of the folder. Contact the DRS/Module Manager, if the folder is not received, to start the OCO/PSC lost folder process in accordance with DI 40525.070 - DI 40525.075 ff.

  

7. INTRN FOUT TTRN

(In transit, files out, temporary transfer)

[THIS MEANS THE FOLDER IS BEING SENT TO A LOCATION OTHER THAN A PC, e.g., FO, DDS, ODAR, etc.]

Check the office shown in the TO LOCATION.

  • If the office shown is YOUR OFFICE, tickle file for 15 working days for receipt of the folder and wait.

  • At the end of the 15 working days, Contact the PC (if folder not received) to determine status. Depending on response you could be setting another tickle date for receipt of the file or contacting OCO/PSC for implementation of lost folder process per DI 40525.000 ff.

  • If the office shown is NOT YOUR OFFICE, phone the office in the TO LOCATION (see FO exceptions in DI 13015.040D.,
    DI 13015.040E., and DI 13015.040F.) and ask them to forward the folder to you.

  • If they do not have the folder yet, ask them to forward it when they receive it.

  • In "INTRN FOUT TTRN" situations – It is the FO"s responsibility to make sure a title II folder is received in order to conduct the CDR interview, etc. If necessary the FO will contact OCO/PSC and have them start the lost folder procedures in DI 40525.070 -
    DI 40525.075 ff.

  • If the date shown in LOCDT is more than a year prior to the current date – contact OCO/PSC and have them start the lost folder procedures in DI 40525.070-DI 40525.075 ff.

Do NOT request the folder through PCACS.

The folder has been sent to the office shown in the TO LOCATION.

8. MOD XX

NO FO ACTION

The PC of jurisdiction is responsible for sending the folder to the FO.

Do NOT request the folder through PCACS.
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