I-2-6-42.Preparing Hearing Cassettes/CDs, Cassette/CD Storage Envelopes and Hearing Logs
Last Update: 9/2/05 (Transmittal I-2-64)
A. Before the Hearing
The HO staff should type or print the claimant's name, Social Security number, date of the hearing and HO code on a label and affix it to the hearing cassette(s). If a CD is used to record the hearing, the HO staff should write the claimant's name, Social Security number, date of the hearing and HO code on the top of the CD using a permanent ink pen or marker.
The top portion of the cassette/CD storage envelope should be completed for both analog and digitally recorded hearings (See I-2-6-44 – Recording Identifying Information on the Hearing Cassette/CD Storage Envelope; and I-2-6-95 - Sample - Front of Cassette/CD Storage Envelope.)
When the hearing is digitally recorded using a CD, the hearing assistant should also enter the following into the automated recording system:
the claimant's name and social security number;
the ALJ's name;
the date, time, and location;
the type of hearing; and
the hearing office code.
B. During the Hearing
When analog recording is used, note on the hearing log sections of the cassette/CD storage envelope (See I-2-6-95, Sample - Front of Cassette/CD Storage Envelope and I-2-6-96 Sample - Back of Cassette/CD Storage Envelope.) at what point in the recording the following occur:
identification of case;
receipt of exhibits (note the exhibit numbers);
swearing or affirming, and examination of witnesses, along with the names of such witnesses and the identity of the person conducting the examination;
recesses (if any); and
closing of record.
C. After the Hearing
After the hearing, any CDs should be placed into a tabbed, plastic CD sleeve. The cassette tape or sleeved CD should be placed into a cassette/CD storage envelope. The cassette/CD storage envelope should be prong-filed on the left side of the paper claim folder.
Specific media handling procedures, how to contact the help desk for assistance, and how to resolve maintenance issues are on http://ohaweb.ba.ssa.gov/ohanet/drap/index.htm