Last Update: 9/2/05 (Transmittal I-2-64)
The HO staff should type or print the claimant's name, Social Security number, date of the hearing and HO code on a label and affix it to the hearing cassette(s). If a CD is used to record the hearing, the HO staff should write the claimant's name, Social Security number, date of the hearing and HO code on the top of the CD using a permanent ink pen or marker.
The top portion of the cassette/CD storage envelope should be completed for both analog and digitally recorded hearings (See I-2-6-44 – Recording Identifying Information on the Hearing Cassette/CD Storage Envelope; and I-2-6-95 - Sample - Front of Cassette/CD Storage Envelope.)
When the hearing is digitally recorded using a CD, the hearing assistant should also enter the following into the automated recording system:
the claimant's name and social security number;
the ALJ's name;
the date, time, and location;
the type of hearing; and
the hearing office code.
When analog recording is used, note on the hearing log sections of the cassette/CD storage envelope (See I-2-6-95, Sample - Front of Cassette/CD Storage Envelope and I-2-6-96 Sample - Back of Cassette/CD Storage Envelope.) at what point in the recording the following occur:
identification of case;
opening statement;
receipt of exhibits (note the exhibit numbers);
swearing or affirming, and examination of witnesses, along with the names of such witnesses and the identity of the person conducting the examination;
recesses (if any); and
closing of record.
After the hearing, any CDs should be placed into a tabbed, plastic CD sleeve. The cassette tape or sleeved CD should be placed into a cassette/CD storage envelope. The cassette/CD storage envelope should be prong-filed on the left side of the paper claim folder.
NOTE:
Specific media handling procedures, how to contact the help desk for assistance, and how to resolve maintenance issues are on http://ohaweb.ba.ssa.gov/ohanet/drap/index.htm