I-2-8-50.Procedures for Handling Hearing Recordings

Last Update: 9/2/05 (Transmittal I-2-63)

A. Unfavorable Decisions, Dismissals, and Recommended Decisions

When sending an administrative law judge's (ALJ) unfavorable decision, dismissal, or recommended decision with the claim(s) file (CF) to Office of Disability Adjudication and Review (ODAR) Headquarters, leave the compact disc(s) (CD) in the Recording Storage Envelope on the left side of the CF.

B. Fully or Partially Favorable Decisions

When sending an ALJ's favorable decision to the effectuating component, remove the hearing CD(s) from the Recording Storage Envelope, return the Recording Storage Envelope to the left side of the CF, and:

  1. Ensure that each CD is clearly labeled with:

    • Claimant's or appellant's name;

    • Wage earner's or beneficiary's name;

    • Social Security Number (SSN);

    • Hearing held date;

    • CD Number and Number of CD (e.g., 1 of 1; and 1 of 3, 2 of 3, and 3 of 3).

    NOTE:

    Ensure each recording is placed in an appropriate storage box or sleeve.

  2. When the hearing cassette or CD is removed from the Recording Storage Envelope, log on to the Megasite Information Management System (MIMS). From the main menu, select Data Entry. Next, select Add Recording. MIMS allows the option of appending to an existing box or starting a new box for CDs. If adding to an existing box, select the appropriate box from the drop down menu, which will display the available box numbers and the total number of CDs for that particular box. Input the SSN of the wage earner or beneficiary, the hearing date, the first four letters of the last name of the claimant or appellant, and the total number of recordings for that hearing date. The site code and box number will propagate automatically. Refer to the MIMS Recordings manual for further details.

    Once 25 recordings are packed, prepare a box for mailing to the Megasite with MIMS by printing the Hearing Office Audio Recordings Packing List (see I-2-8-96 Exhibit). Next select the Close and Ship Boxes button. Select the appropriate box number to close and ship from the drop down menu. (Note: Only boxes with 25 items, as mentioned above, will be listed in the menu.) Click the Print & Close Box button. Click the OK button to continue closing the box. The Packing List window will open, displaying all the recordings in the box. Click the Print button and the packing list will print. Each Hearing Office Audio Recordings Packing List will show the date it was printed and the hearing office code, and for each case on the list will show:

    • Claimant's or appellant's name;

    • SSN;

    • Hearing held date; and

    • Number of CDs.

  3. Pack the CDs in the standard box for packing CDs (measuring 12 inches long, 6 inches wide, and 6 inches deep). Pack and ship the CDs recorded with the Hearing Office Audio Recording Packing List in the standard hearing CD box. Label each cassette/CD box in sequence, starting with number 1, and include the hearing office code. Place the Hearing Office Audio Recording Packing List on top of the cassettes or CDs. Use sufficient packing material, such as shredded or crumpled paper, to avoid damage to the cassettes or CDs during mailing. Do not use large “jiffy” bags or other types of boxes for shipping hearing cassettes or CDs.

  4. Mail the boxed CDs to:

    Social Security Administration, ODAR, OAO - Megasite,
    8600 Morrissette Drive,
    Springfield, VA 22152.

    NOTE:

    In a split title II and title XVI case, always send the hearing recording(s) with the unfavorable decision case.

    See also I-2-8-18 B. 11., Release of the Case (i.e., a court remand case).