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Office of Analytics, Review, and Oversight

Volume I

Transmittal No. I-4-76

Chapter: I-4-2

Subject: Preparing the Certified Administrative Record


This transmittal amends Hearings, Appeals and Litigation Law (HALLEX) manual chapter I-4-2 to update procedures for routing paper claim(s) files and hearing recordings. Office of Hearings Operations and Office of Appellate Operations staff now route paper claim(s) files with the hearing recording(s) to the Social Security Administration's National Records Center (SSANRC) in Independence, Missouri, or if the claim is favorably decided, to the appropriate effectuating component. We also updated procedures for requesting audits of hearing recordings and correcting deficiencies in the hearing transcript to reflect current procedures.

Explanation of Content and Changes

HALLEX I-4-2-1 – We combined the fourth and fifth bullets and updated procedures for processing paper claim(s) files when preparing a certified administrative record. We also made minor editorial changes throughout this section.

HALLEX I-4-2-15 – We moved the information previously in subsection B to subsection C. New subsection B incorporates updated instructions previously in HALLEX I-4-8-15 B.3. for routing hearing recording(s) in paper claim(s) files to obtain a hearing transcript(s). Subsection C now reflects current procedures for obtaining an audit of a hearing recording. The information previously in subsection C moved to subsection D. This subsection now explains that a branch chief or supervisory legal assistant will correct any deficiencies in a hearing transcript. The information previously in subsection D moved to new subsection E. We also made minor editorial and formatting changes throughout the section.

HALLEX I-4-2-50 – We replaced the instructions for retaining paper claim(s) previously in this section with updated instructions for releasing and routing certified administrative records and paper claim(s) files. We organized the information in this section into two subsections. Subsection A includes procedures for releasing a certified administrative record to the Office of the General Counsel and a United States Attorney's Office. The instructions in subsection B explain how to mail paper claim(s) files to the SSANRC.

Date: December 8, 2017