Last Update: 4/12/05 (Transmittal I-1-49)
OHA sometimes receives requests from private individuals for copies of HALLEX. If a Headquarters or field component receives a request from the public for HALLEX material, the following procedures apply.
HALLEX, I-1-4-2 C. provides that the FOIA/PA Staff, in the Office of Policy, Planning and Evaluation (OPPE) handles all requests for records under the FOIA which Headquarters components receive. In addition, the FOIA/PA Staff also handles all requests for HALLEX material.
When a Headquarters component receives a request for HALLEX either in hard copy or electronic format, the receiving component should refer the request to OPPE, FOIA/PA Staff, Suite 1608.
The FOIA/PA Staff will acknowledge the request and advise the requester of the availability of HALLEX material from SSA's web site, Social Security Online (www.ssa.gov), using the Internet.
The FOIA/PA Staff may release HALLEX material directly to the requester if the request is limited to specific sections or specific pages within a Division (Volume I) or Part (Volume II).
It is essential to forward to OPPE, FOIA/PA Staff all requests for HALLEX material. Individual Headquarters components must not respond directly or release HALLEX material to the public.
HALLEX, I-1-4-2 B. provides that OHA field offices should maintain and must allow inspection of HALLEX. When a hearing office (HO) receives a request for HALLEX material, it should advise the requester that the material is available for inspection at the HO or can be accessed from SSA's web site, Social Security Online (www.ssa.gov), using the Internet.
If a hard copy is requested, ask the requester to identify the portion(s) of HALLEX material desired. If the request is limited; e.g., for a few sections or pages within a Division (Volume I) or Part (Volume II), the HO will print the section(s) and release the requested material directly to the requester.
If the request is for the complete HALLEX, or for an entire Division or Part, the HO should forward the request to:
Office of Hearings and Appeals, SSAIf an HO receives a request for HALLEX in electronic format, the HO should forward the request to OPPE, FOIA/PA Staff at the above address. The FOIA/PA Staff will take appropriate action.