Electronic Disability (eDib)

1.      Can we still submit paper documents?

Paper documents will always be accepted.  The Hearing Office will scan the documents into the electronic folder.

2.      Will prior files be scanned into the electronic folder?

At this time prior files will not be scanned into the electronic folder.

3.      How will I get a copy of the exhibits?

You will get a CD with a copy of the exhibit list and exhibits.  You will be able to view the evidence on your computer or print out a copy of the exhibits.

4.      CAN I STILL GET A PAPER COPY OF THE FOLDER?

At this time the paper folder is still the official folder.  Our business process has not changed. 

5.      Can I get access to a website to download the exhibits
myself or get status of a case?

At this time representatives will not have direct access to the status of a case or the electronic folder.  We are working on this but it is at least a year or more in the future.

6.      How will I know my case is being processed electronically?

You will receive an attachment to notices you receive from the Hearign Office that states your case is being worked electronically.

7.      What hardware do I need to read the cd?

The only hardware you need is a computer with a CD ROM.

8.      WHAT computer system do I need to read the CD?

The CD is compatible with IBM and  MAC computers.

9.      What additional software do I need to view the CD?

You need a web browser (such as Microsoft Internet Explorer or Netscape Navigator) and a multi-page TIFF viewer (such as Microsoft Office Document Imaging, Imaging for Windows, TIFF viewer and plug in, AlternaTIFF, or CPCview.  SSA does not endorse any specific software, these are merely examples.

10.  IS ONE BROWSER OR SOFTWARE PREFERABLE?

All browsers and software will work with the CD.  The image may vary slightly from viewer to viewer but the evidence will be the same.  The computers in the electronic hearing room use Microsoft Office Document Imaging included with Windows XP.

11.  CAN I ADD EVIDENCE TO THE CD?

No, this is a “read-only” CD.  Additional evidence cannot be added to the CD.  If you make annotations on the CD they will not be saved.  However, you can copy the CD to your hard-drive you can then make and save annotations for your own use.

12.  CAN I USE MY OWN CD AT THE HEARING?

At this time, only a CD made by SSA can be used in the computer in the hearing room.  You can use a CD you made in your own laptop if the judge allows. 

13.  Can the claimant request a copy of their file on CD?

      Yes, the claimant can request a copy of their file from the Field Office or the Hearing Office, depending on the status of their case.

14.  What can I do with the CD?

The CD is a “read-only” CD.  However, you can copy the CD to the hard-drive of your computer and make annotations, highlights, cut and paste, etc.  on your copy.  If you have an OCR (optical scan recognition program) you can also do word search (i.e., find all references to “cardiovascular”).  OCR does not work well on hand-written evidence.

15.  How can I submit medical evidence electronically?

At this time an attorney or representative cannot submit evidence electronically.  We are working to develop a website where electronic medical evidence or other electronic evidence (brief, motions, etc) will be able to be submitted using a PIN and PASSWORD.

16.  Are electronic folders being given higher priority than older claims?

In order to learn the new technology and be ready when the electronic folder becomes the official folder, we are working a small number of cases electronically.  We continue to work the majority of our cases in request for hearing date order.

17.  Is there any training available about the ELECTRONIC PROCESS?

We are developing a tutorial for attorneys and representatives and written materials on the electronic hearing process.  It is not yet available.  The National Organization of Social Security Claimants' Representatives (NOSSCR) has information regarding eDib in their publications.

18.  How can I submit evidence at the initial or reconsideration level?

Again, paper documents can always be submitted.  Contract scanning and faxing of medical evidence is used by DDS at the initial and reconsideration levels. 

19.  How can I submit evidence at the hearing level before you send me a barcode?

You can always submit paper documents and we will scan into the electronic folder.  You could also call the hearing office for a barcode.