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DI 81001: Certified Electronic Folder (CEF)

Effective Dates: 01/25/2008 - Present

BASIC (01-08)

A. Acronyms

CEF – Certified Electronic Folder

DICARS – Disability Case Adjudication and Review System

DMA - Document Management Architecture

eDIB – Electronic Disability

EDCS – Electronic Disability Collect System

EF – Electronic Folder

EFI – Electronic Folder Interface

ERE – Electronic Records Express

FECS – Front End Capture System

MDF – Modular Disability Folder

ROC – Record of Change

SDR – Structured Data Repository

SRF – Source Reference File

B. Terms

1. Case

In the CEF, a case contains the following:

  • Adjudicative levels (Initial, Reconsideration, Hearing) for a single filing;

  • Claims the individual filed at that time; and

  • Data for each level.

Development information, such as medical records, eForms, and Disability Determination Services (DDS) worksheets, is stored at each case level (Initial, Reconsideration, Hearing, etc.). A case can contain one or more claim type (Title II and/or Title XVI claim).

2. Certified Electronic Folder (CEF) Cases

If all claims for a case are established in EDCS there is a CEF. A paper folder is not created. The CEF:

  • Houses all documentation and evidence (medical and non-medical) needed to support the disability determination;

  • Collects information from SSA and DDS case processing system uploads and external sources (e.g., medical providers, claimants, representative, third parties, etc) using scanning, faxing or Electronic Records Express transport technologies;

  • Allows components to share disability case information without moving a paper folder among components;

  • Replaces the paper Modular Disability Folder (MDF).

  • Is not a case processing system.

NOTE: The CEF is not the same as the electronic file used by the processing centers in their Paperless Processing Center (PPC) system to process disability actions. For more information on the CEF, see Certified Electronic Folder (CEF) Overview - DI 81001.005.

3. Claim

A claim:

  • Represents the type of Title II or Title XVI disability benefits for which the claimant has filed; and

  • Is linked to a case.

A case may contain more than one claim. Determination information (i.e., the decision notice, SSA-831, etc.) and closure data are stored at each adjudicative claim level.

4. Contract Scanning

Contract scanning is performed by a national scanning contractor to convert paper documents into electronic images that are stored in the CEF. For details, see Contract Scanning Procedures - DI 81020.045.

5. Disability Case Adjudication and Review System (DICARS)

DICARS is a system used by Office of Quality Performance (OQP) to:

  • Support processing functions; and

  • Track, process, report and transmit payment determinations.

6. Document Management Architecture (DMA)

DMA is the hardware and software used to create an object repository for storage and retrieval of electronic images used to create the CEF. DMA addresses SSA’s needs for document image:

  • Capture;

  • Indexing;

  • Routing;

  • Storage Retrieval; and

  • Management.

Documents that were formerly stored in the paper folder as medical records, forms, audio cassettes, etc. are housed in the DMA, as well as eForms.

7. DMA Viewer

The DMA viewer is software that allows users to review, bookmark, and annotate documents in the CEF.

Users access the DMA Viewer is accessed when opening a document in eView from the FO, DDS, Office of Disability Adjudication and Review (ODAR), or OQA legacy systems.

8. Electronic Disability (eDib)

eDIB is a business process that enables all disability claims adjudication components to electronically process cases with a CEF.

9. Electronic Disability Collect System (EDCS)

EDCS is an automated system that the FO’s use to:

  • Electronically collect information about a person's disabling condition;

  • Transfer data to the CEF; and

  • Replace the paper disability forms SSA-3367, SSA-3368, SSA-3820, and SSA-3441.

For more information, see EDCS Overview - DI 81010.005.

10. EDCS Folder Number

The EDCS Folder Number is a unique identifying number that is assigned to a case when the FO creates it in EDCS. It appears on the EDCS routing form which is automatically generated in the FO and mailed to the receiving component when a case is transferred successfully. Using this number to search for a case takes the user directly to the case.

11. Electronic Folder (EF)

The EF is SSA’s electronic disability repository that stores the claimant’s disability file information. Although the EF exists, the official folder must be paper.

12. Electronic Folder Interface (EFI)

EFI is an interface between the CEF and the case processing systems which enables transactions that allow:

  • Messages and alerts to be sent to case processing systems;

  • Electronic cases to be transferred between processing locations and closed when processing is complete; and

  • Case processing systems to electronically send data to the CEF when case processing actions are complete.

13. eForms

The eForms software is an integrated package of forms used to document case related actions. It provides:

  • Data propagation from the case processing system to the eForm; so users do not have to reenter information.

  • The ability to electronically complete and sign forms; and

  • The ability to save eForms to the CEF as images.

14. Electronic Records Express (ERE)

ERE is the process in which medical sources, attorneys, and other third parties, etc. provide medical records to SSA in electronic format via the secure eData Services website located at http://www.ssa.gov/gso/gsowelcome.htm.

15. eView

eView is the way users access the CEF. It enables users involved in case processing to view and work within the CEF. For more information on eView, see eView Overview - DI 81005.005.

16. Faxing

Faxing is a process the DDS, FO and ODAR use to fax and index paper documents into the CEF.

17. Front End Capture System (FECS)

FECS is a component of the DMA software that captures and processes imaged documents and stores them based on the document type.

18. Legacy Systems

Legacy systems are the case processing systems used by SSA and DDS components to initiate, develop, review, and process disability determinations. 

DDS Legacy Systems include:

  • iLevy;

  • VERSA;

  • MIDAS;

  • The Analyst Case Processing System (ACPS) used by the New York DDS; and

  • The Cornhusker System used by the Nebraska DDS.

SSA Legacy Systems include:

  • Modernized Claims System (MCS);

  • Modernized Supplemental Security Income Claims System (MSSICS);

  • Electronic Disability Collect System (EDCS)

  • Disability Case Adjudication and Review System (DICARS); and

  • Case Processing and Management System (CPMS)

  • Manual Adjustment, Credit and Award Direct Entry (MACADE)

19. Meta-Data

When a section in the Case Document Tab of eView is expanded, the column headers pertaining to documents in that section are displayed above the summary information about each document. This summary information is called meta-data.

20. Modular Disability Folder (MDF)

The MDF is the paper folder used to store evidence for processing disability determinations at all levels (appeals, post-entitlement actions, and storage) for all paper and non-certified electronic cases. For more information on the MDF, see General Overview of the MDF - DI 70005.005.

21. Paper Cases

The Modular Disability Folder (MDF) is the official folder for paper cases. Paper cases are created when a case:

  • Is a CEF Exclusion (see Certified Electronic Folder (CEF) Exclusions - DI 81010.030); or

  • A processing limitation occurs that removes a CEF from the electronic process leaving an Electronic Folder.

Cases may originate as a CEF case at prior levels, but may require conversion to paper cases for various reasons

22. Onsite Scanning

On-site scanning is a process used by DDS and ODAR to scan and index paper documents into the CEF. For more information, see Onsite Scanning Procedures - DI 81020.050.

23. Record of Change (ROC)

A ROC:

  • Provides a history of changes made to the CEF and the information that was affected;

  • Shows the viewer the information in the CEF immediately prior to the change; and

  • Records who made the change and when the change was made.

If a ROC exists on the case, eView will display a ROC folder icon. Selecting the ROC folder icon will display a list of ROC that have been recorded on the case

For more information, see Case Data Tab - DI 81005.045.

24. Scanning Contractor

The scanning contractor is contracted by SSA to convert paper evidence into electronic images that are stored in the CEF. For more information, see Contract Scanning Procedures - DI 81020.045.

25. Structured Data Repository (SDR)

SDR is the information collected in EDCS which resides in a fixed database or field.

26. Source Reference File (SRF)

The SRF is a state-specific EDCS database of medical sources used by the FO to complete disability reports. For more information, see Source Reference File (SRF) - DI 81010.040.

27. Trailer Material

Trailer Material is any evidence received after a disability determination is made and the case is closed. For more information, see DI 81020.135 – Trailer Material and Receiving Medical Evidence of Record (MER) - DI 81010.125.

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