I-2-8-50.Handling Hearing Recordings After Decision (Paper Claim(s) Files Only)

Last Update: 1/14/16 (Transmittal I-2-161)

A. Unfavorable Decisions, Dismissals, and Recommended Decisions

When the claim(s) file is paper and the administrative law judge (ALJ) issues an unfavorable decision, dismissal, or a recommended decision (see Hearings, Appeals and Litigation Law (HALLEX) manual I-2-8-15), the compact disc (CD) of the hearing recording must remain with the claim(s) file. Therefore, when routing the file per the instructions in HALLEX I-2-1-10, hearing office (HO) staff will leave the CD in the recording storage envelope on the left side of the claim(s) file, as described in HALLEX I-2-6-42.

NOTE:

If the case involves both title II and title XVI, and an unfavorable decision is issued on one title, HO staff will associate the CD with the claim file that was unfavorably decided.

B. Fully or Partially Favorable Decisions

When the claim(s) file is paper and the ALJ issues a fully or partially favorable decision, HO staff will remove the CD from the claim(s) file before sending the file to the effectuating component, ensuring each CD is placed in an appropriate sleeve and storage box. For routing instructions of paper claim(s) files, refer to HALLEX I-2-1-10. HO staff will leave the empty recording storage envelope on the left side of the claim(s) file.

After removing the CD, HO staff will ensure the CD clearly identifies:

  • The claimant's name;

  • The wage earner's or beneficiary's name;

  • The Social Security number (SSN);

  • The date of the hearing;

  • The CD number of the total number of CDs (e.g., 1 of 1; or 1 of 3, 2 of 3, and 3 of 3); and

  • The HO code.

HO staff will also need to log the CD on the Megasite Information Management System (MIMS). Once logged into the system, HO staff will:

  • Select “Data Entry” from the main menu;

  • Select “Add Recording” to existing box (selecting appropriate box from the drop down menu) or new box; and

  • Input the SSN of the wage earner or beneficiary, hearing date, first four letters of the last name of the claimant, and the total number of recordings for that hearing date.

NOTE:

The site code and box number will propagate automatically. Refer to the MIMS Recordings User Manual for further information or instruction.

C. Shipping CDs to Megasite

HO staff will retain the CDs in a designated secure location until 25 CDs are collected per the instructions in HALLEX I-2-8-50 B above. Once 25 recordings are ready to ship, HO staff will prepare the CDs for mailing to the Megasite as follows:

  • Log into MIMS;

  • Print the Hearing Office Audio Recording Transfer Packing List (see HALLEX I-2-8-96);

  • Select the “Close and Ship Boxes” button;

  • Select the appropriate box number to close and ship from the drop down menu (only boxes with 25 logged CDs will be listed in the menu);

  • Click the “Print & Close Box” button;

  • Click “OK” to open the “Packing List” window, which displays all the recordings in the box; and

  • Click the “Print” button to print the packing list.

Each Hearing Office Audio Recording Transfer Packing List will show:

  • The date the list was printed;

  • The hearing office code; and

  • Each claimant's name, SSN, date of hearing, and number of CDs (per case).

HO staff will pack the CDs in a box measuring 12 inches long, 6 inches wide, and 6 inches deep, using sufficient packing material to avoid damage to the CDs during mailing. HO staff will place the Hearing Office Audio Recording Transfer Packing List on top of the CDs and securely close the box with packing tape. HO staff will label each CD box in sequence, starting with number 1, include the hearing office code on the outside of the box, and mail the box to:

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