BASIC (04-08)

A. Policy

1. Essential Material

Per DI 20503.001B. Documenting the Disability Folder - Disability Determination Service (DDS), essential material is any evidence or information which documents any aspect of the disability determination. This includes the case development summary, including reproductions of requests for evidence, due process letters and other correspondence.

2. Nonessential Material

Any material which is not essential to the disability determination must be discarded. Per DI 20503.001C., Documenting the Disability Folder - Disability Determination Service (DDS), nonessential material is other folder material which does not serve to document the disability determination. Examples of nonessential material are:

• Duplicate medical evidence, and

• Internal DDS routing and case management slips that do not contain remarks about the case.

B. Procedure

It is important that the quality reviewer not add duplicate or unnecessary material to the certified electronic folder (CEF). Check any incoming medical records or other decisional material (e.g., Activities of Daily Living questionnaires, vocational forms, etc.) against existing documents to determine if it is already in file.

The quality reviewer may also encounter instances in which the DDS or another component added extraneous or nonessential material (including duplicate medical evidence) to the CEF.

Move duplicate or extraneous material to the “C. Current Development/Temporary (Green)” section of the CEF while DQB has jurisdiction of the case. Material in the “C. Current Development/Temporary (Green)” section of the CEF is purged when the CEF is in closed status.

NOTE: Be sure that the selected document does not contain additional entries or annotations. In addition, retain the most legible copy when there are multiple copies of a document.