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 ALJ's unfavorable decision, dismissal or recommended decision with the CF to OHA Headquarters, leave the cassette(s) or CD(s) in the Cassette or CD Storage Envelope on the left side of the CF. (See I-2-8-18 B. 11., for cassette handling procedures in court remand cases, and I-2-8-95 Audio Recording Handling Desk Guide.)
B. Fully or Partially Favorable Decisions
When sending an ALJ's favorable decision to the effectuating component, remove the hearing cassette(s) or CD(s) from the Cassette/CD Storage Envelope, return the Cassette/CD Storage Envelope to the left side of the CF, and:
Ensure that each cassette or 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;
Cassette/CD Number and Number of Cassettes/CD (e.g., 1 of 1; and 1 of 3, 2 of 3, and 3 of 3).
Insure each cassette is placed in a plastic box holder and CDs are placed in a tabbed sleeve.
When the hearing cassette or CD is removed from the Cassette/CD 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 tapes or 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 tapes or 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 tapes for that hearing date. The site code and box number will propagate automatically. Refer to the MIMS Recordings manual for further details.
Once the box is full (approximately 66-72 cassettes or 100-125 CDs), 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 meeting the criterion for being full, 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 Cassette/CD Transfer Packing List will show the date it was printed and the HO code, and for each case on the list will show:
Claimant's or Appellant's Name;
Hearing Held Date; and
Number of Cassettes/CDs.
Pack the cassettes/CDs in the standard box for packing cassettes (measuring 14 3/4 inches long, 9 1/2 inches tall, and 4 7/8 inches wide) or CDs (measuring 12 inches long, 6 inches wide, and 6 inches deep). Pack and ship the cassettes and CDs recorded with the Hearing Office Audio Recording Packing List in the standard hearing cassette or CD box designed to hold 66-72 cassettes or 100-125 CDs per 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.
Mail the boxed cassettes or CDs to: Social Security Administration, OHA, OAO - Megasite, 8600 Morrissette Drive, Springfield, VA 22152.
In a split Title II and Title XVI case, always send the hearing cassette(s) with the unfavorable decision case.