I-2-5-77.Obtaining a Duplicate Audio Recording or Transcript of a Hearing

Last Update: 9/28/05 (Transmittal I-2-68)

A. Claimant or Representative Requests a Duplicate Audio Recording or Transcript of a Hearing

1. Request for Duplicate Audio Recording - Originals in the Hearing Office

If a claimant or representative requests a duplicate audio recording of a hearing, and the original audio recording is in the local hearing office (HO), duplicate the original audio recording and provide the duplicate to the requester.

NOTE:

If the HO sees a substantial increase in audio recording duplication requests and the HO cannot comply with the requests without creating delays in processing other workloads, inform the requester that providing an audio recording could delay issuing the hearing decision. Also inform the requester that they may request a copy of the audio recording from the Office of Appellate Operations (OAO) after the Administrative Law Judge (ALJ) issues the decision.

2. Request for Transcript-Original Audio Recording Is in the HO

If a claimant or representative requests a transcript of a hearing, and the original audio recording is in the HO, inform the requester that the HO does not routinely prepare transcripts (or have them prepared); the HO generally prepares a transcript only if the ALJ needs a transcript in order to issue a decision or dismissal. However, a duplicate audio recording can be provided at no charge.

  1. If the requester will accept a duplicate audio recording, duplicate the original audio recording and provide the duplicate to the requester at no charge.

  2. If the requester wants a transcript before the requester has filed a request for review, the HO will obtain the hearing transcript.

If the requester wants a transcript in connection with a request for review, the requester should include the request for a transcript with the request for review and send both to:

Social Security Administration
Office of Appellate Operations
6401 Security Blvd.
Baltimore, MD 21235-6401

OAO will inform the requester of the cost of the transcript and how to send payment. (See HALLEX I-3-1-21.)

3. Request for Duplicate Audio Recording or Transcript-Original Audio Recording Is Not in the HO

a. Request Is for Program Purposes

If a claimant or representative requests a duplicate audio recording or transcript of a hearing for program purposes (i.e., for use in pursuing the claimant's Social Security claim), and the original audio recording is not in the HO:

  • If the request is in writing, acknowledge the request in writing, and send the request with a copy of the written acknowledgement to OAO at ^DCARO OAO; or

  • If the request is oral, prepare a memorandum to document the request, and send the memorandum to OAO at ^DCARO OAO.

b. Request Is Not for Program Purposes

If a claimant or representative requests a duplicate audio recording or transcript of a hearing for non-program purposes (i.e., not for use in pursuing the claimant's Social Security claim), and the original audio recording of the hearing is not in the HO:

  • If the request is in writing, acknowledge the request in writing, and either email the request to OHO OEOSM FOIA or fax the request with a copy of the written acknowledgement to:

    Fax: (833)-769-0251
    Attn: SSA, OHO OEOSM, Audit Liaison Branch

  • If the request is oral, have the requestor submit the request directly to SSA through the FOIAXpress Public Access Link (PAL).

B. Third Party Requests a Transcript or Duplicate Audio Recording of a Hearing

If a third party requests a transcript or duplicate audio recording of a hearing for any reason, the following procedures apply:

  1. If the request is in writing, acknowledge the request in writing and forward the request with a copy of the written acknowledgement to the Audit Liaison Branch using the contact information in A.3.b. above. If the original audio recording is in the HO, prepare a duplicate recording, send the duplicate to the Audit Liaison Branch staff at OHO OEOSM FOIA with the request and copy of the written acknowledgement, and retain the original recording in the HO.

  2. If the request is oral, have the requestor submit the request directly to SSA through the FOIAXpress Public Access Link (PAL). If the original audio recording is in the HO, prepare a duplicate recording, send the duplicate to the Audit Liaison Branch, and retain the original recording in the HO. Mail the duplicate recording to:

    Social Security Administration
    Office of Hearings Operations
    Office of Executive Operations and Strategic Management
    Attn: Audit Liaison Branch
    6401 Security Blvd.
    Baltimore, MD 21235