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SSA Death Process Notices
ICR 202101-0960-001 · OMB 0960-0700 · Object 107555601.
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| File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
|---|---|
| File Title | SSA Death Process Notices |
| Author | Kathy Cresswell |
| Last Modified By | Writer |
| File Modified | 2017-08-08 |
| File Created | 2026-10-17 |
| Conversion State | complete |
Extracted Text
SSA Death Process Notices (for both EDR and Manual Process)
The Death Alert Control and Update System (DACUS) receives death records from State Bureaus of Vital Statistics and other entities. The records undergo a series of checks before they are accepted for processing. Duplicates, records with invalid State Codes, those that fail surface edits and those with incorrect Social Security Numbers (SSNs) are rejected.
When death records are submitted by a State, notices are returned showing the numbers of records input, processed and rejected, in addition to other data. These reports are called SSA Death Process Notices.
SSA receives death records from participating EDR States. These records go through an online SSN verification check prior to submission to SSA. EDR records that pass the online SSN verification are referred to as “verified EDR” records. EDR records that do not pass the online SSN verification are referred to as “unverified EDR” records. In addition, SSA continues to accept death records that do not go through the EDR or online SSN verification processes. These records are referred to as “non-EDR” records.
SSA DEATH PROCESS NOTICE FOR (State) – VERIFIED EDR
This notice gives totals for verified EDR records when they are submitted. See a facsimile of the notice in appendix A for EDR submissions.
SSA DEATH PROCESS NOTICE FOR (State) – UNVERIFIED EDR & NON-EDR
This notice gives totals for unverified EDR and non-EDR records. See a facsimile of the notice in appendix B for manual process submissions.
When verified EDR records are input for processing, the SSA DEATH PROCESS NOTICE for VERIFIED EDR will be available on the first business day following the processing date.
When unverified EDR and non-EDR records are input for processing, the SSA DEATH PROCESS NOTICE for UNVERIFIED EDR & NON-EDR will be available on the third business day following the processing date. This is because records with unverified SSNs go through an SSN verification process prior to input to DACUS and this requires extra processing days. When multiple types of records are input on the same processing date, the notices will reflect the same PROCESSING DATE entry, even though they are produced on different days.
Example - On Monday 02/05/2007, a file is received from a State containing 1,000 death records. Of these, 600 are verified EDR records, 300 are unverified EDR records and 100 are non-EDR records.
The SSA DEATH PROCESS NOTICE FOR (State) - VERIFIED EDR will be available on Tuesday, 02/06/2007. This will include totals for the 600 verified EDR records.
The SSA DEATH PROCESS NOTICE FOR (State) - UNVERIFIED EDR & NON-EDR will be available on Thursday, 02/08/2007. These reports will include totals for the remaining records submitted on 02/05/2007.
All reports will show 02/05/2007 as the PROCESSING DATE.
Appendix A
SSA DEATH PROCESS NOTICE FOR XXXXXXXXXXXXXXXXXX
VERIFIED EDR
PROCESSING DATE: MM/DD/CCYY
REPORT COUNTS
BY TYPE: INPUT PROCESSED EXCEPTED ERROR RATE
VERIFIED EDR XXXXXX XXXXXX XXXXXX XXXXX
VERIFIED EDR REPORT COUNTS
BY YEAR: INPUT PROCESSED EXCEPTED ERROR RATE
2005 XXXXXX XXXXXX XXXXXX XXXXX
2006 XXXXXX XXXXXX XXXXXX XXXXX
2007 XXXXXX XXXXXX XXXXXX XXXXX
ERROR SUMMARY
ERROR SURFACE NO MATCH
CODE FIELD EDIT TO SSA TOTAL
23 EDR DATE OF DEATH XXXXXX N/A XXXXXX
25 EDR DUPLICATES XXXXXX N/A XXXXXX
26 EDR UNCONFIRMED N/A XXXXXX XXXXXX
27 EDR VERIFICATION DATE XXXXXX N/A XXXXXX
ACTUAL AGE
DEATHS IN 2007- EDR REPORTS RECEIVED: PROCESSED:
WITHIN 6 BUSINESS DAYS OF DEATH XXXX
BETWEEN 7 AND 30 BUSINESS DAYS OF DEATH XXXX
MORE THAN 30 BUSINESS DAYS AFTER DEATH XXXX
DEATHS IN 2006- EDR REPORTS RECEIVED: PROCESSED:
WITHIN 6 BUSINESS DAYS OF DEATH XXXX
BETWEEN 7 AND 30 BUSINESS DAYS OF DEATH XXXX
MORE THAN 30 BUSINESS DAYS AFTER DEATH XXXX
DEATHS PRIOR TO 2006- EDR REPORTS RECEIVED: PROCESSED:
MORE THAN 30 BUSINESS DAYS AFTER DEATH XXXX
ERROR RECORDS
A listing of all erroneous records will appear here. The fields shown below will be displayed for each record:
Position Field Name Length
1-2 Spaces 2
3-4 Error Code 2
5-8 Spaces 4
9-17 Social Security Number 9
18-37 Last Name 20
38-52 First Name 15
53-67 Middle Name 15
68-75 Date of Death 8
76-83 Date of Birth 8
84 Sex Code 1
85-86 State Source of Death 2
87 Space 1
88-113 Death Certificate Number 26
114 EDR Verify Code 1
115-122 Date of SSN Verification 8
123-132 Spaces 10
Explanation of Entries on the SSA DEATH PROCESS NOTICE - VERIFIED EDR
SSA DEATH PROCESSING NOTICE FOR __________________
This entry shows the name of the State that submitted the records
PROCESSING DATE: MM/DD/CCYY
This is the date that the VERIFIED EDR records were input to DACUS
REPORT COUNTS BY TYPE:
INPUT
The total number of VERIFIED EDR records input to DACUS
PROCESSED
The total number of VERIFIED EDR records that will be processed
EXCEPTED
The total number of VERIFIED EDR records that will not be processed
ERROR RATE
The percentage of VERIFIED EDR records that contain exception conditions
VERIFIED EDR REPORT COUNTS BY YEARS
INPUTS
The total number of VERIFIED EDR records input in the current year
The total number of VERIFIED EDR records input in the prior year
The total number of VERIFIED EDR records input in the two years prior to the current year.
PROCESSED
The total number of VERIFIED EDR records in the current year that will be processed.
The total number of VERIFIED EDR records in the prior year that will be processed.
The total number of VERIFIED EDR records input in the two years prior to the current year that will be processed.
EXCEPTED
The total number of VERIFIED EDR records in the current year that will not be processed.
The total number of VERIFIED EDR records in the prior year that will not be processed.
The total number of VERIFIED EDR records input in the two years prior to the current year that will not be processed.
ERROR RATE
The total number of VERIFIED EDR records that contain exception conditions in the current year.
The total number of VERIFIED EDR records that contain exception conditions in the prior year.
The total number of VERIFIED EDR records input in the two years prior to the current year that will contain exceptions conditions.
ERROR SUMMARY:
CODE 23 - EDR DATE OF DEATH - SURFACE EDIT and TOTAL counts
The number of VERIFIED EDR records input where the DATE OF DEATH (DOD) failed surface editing routines
CODE 25 - EDR DUPLICATES - SURFACE EDIT and TOTAL counts
The number of duplicate VERIFIED EDR records input
CODE 26 - EDR UNCONFIRMED - NO MATCH TO SSA and TOTAL counts
The number of VERIFIED EDR records input where a match to SSA records shows that no online SSN verification was performed by the State prior to submission
CODE 27 - EDR VERIFICATION DATE - SURFACE EDIT and TOTAL counts
The number of VERIFIED EDR records input where the EDR VERIFICATION DATE failed surface editing routines
ACTUAL AGE:
EDR REPORTS RECEIVED WITHIN 6 BUSINESS DAYS OF DEATH
The number of processed VERIFIED EDR records that were received within 6 business days of the DOD in the current year and one year prior to current year.
EDR REPORTS RECEIVED BETWEEN 7 AND 30 BUSINESS DAYS OF DEATH
The number of processed VERIFIED EDR records that were received between 7 and 30 business days of the DOD in the current year and one year prior to current year.
EDR REPORTS RECEIVED MORE THAN 30 BUSINESS DAYS AFTER DEATH
The number of processed VERIFIED EDR records that were received more than 30 business days after the DOD in the current year and the two years prior to the current year.
ERROR RECORDS
All VERIFIED EDR records that become exceptions will be listed here. The fields shown below will be displayed for each record:
Position Field Name Length
1-2 Spaces 2
3-4 Error Code 2
5-8 Spaces 4
9-17 Social Security Number 9
18-37 Last Name 20
38-52 First Name 15
53-67 Middle Name 15
68-75 Date of Death 8
76-83 Date of Birth 8
84 Sex Code 1
85-86 State Source of Death 2
87 Space 1
88-113 Death Certificate Number 26
114 EDR Verify Code 1
115-122 Date of SSN Verification 8
123-132 Spaces 10
Appendix B
SSA DEATH PROCESS NOTICE FOR XXXXXXXXXXXXXXXXXX
UNVERIFIED EDR & NON-EDR
PROCESSING DATE: MM/DD/CCYY
REPORT COUNTS
BY TYPE: INPUT PROCESSED EXCEPTED ERROR RATE
UNVERIFIED EDR XXXXXX XXXXXX XXXXXX XXXXX
NON-EDR XXXXXX XXXXXX XXXXXX XXXXX
TOTAL XXXXXX XXXXXX XXXXXX XXXXX
UNVERIFIED EDR REPORT COUNTS
BY YEAR: INPUT PROCESSED EXCEPTED ERROR RATE
2005 XXXXXX XXXXXX XXXXXX XXXXX
2006 XXXXXX XXXXXX XXXXXX XXXXX
2007 XXXXXX XXXXXX XXXXXX XXXXX
NON-EDR REPORT COUNTS
BY YEAR: INPUT PROCESSED EXCEPTED ERROR RATE
2005 XXXXXX XXXXXX XXXXXX XXXXX
2006 XXXXXX XXXXXX XXXXXX XXXXX
2007 XXXXXX XXXXXX XXXXXX XXXXX
ERROR SUMMARY
ERROR SURFACE NO MATCH
CODE FIELD EDIT TO SSA TOTAL
01 NON-EDR SSN N/A XXXXXX XXXXXX
02 NON-EDR NAME N/A XXXXXX XXXXXX
03 NON-EDR DATE OF DEATH XXXXXX N/A XXXXXX
04 NON-EDR DATE OF BIRTH XXXXXX XXXXXX XXXXXX
05 NON-EDR DUPLICATES XXXXXX N/A XXXXXX
11 UNV-EDR SSN N/A XXXXXX XXXXXX
12 UNV-EDR NAME N/A XXXXXX XXXXXX
13 UNV-EDR DATE OF DEATH XXXXXX N/A XXXXXX
14 UNV-EDR DATE OF BIRTH XXXXXX XXXXXX XXXXXX
15 UNV-EDR DUPLICATES XXXXXX N/A XXXXXX
16 UNV-EDR UNCONFIRMED N/A XXXXXX XXXXXX
17 UNV-EDR VERIFICATION DATE XXXXXX N/A XXXXXX
AVERAGE AGE
PROCESSABLE REPORT TYPE: AVERAGE AGE IN DAYS:
UNVERIFIED EDR XXXX
NON-EDR XXXX
ACTUAL AGE
DEATHS IN 2007-UNVERIFIED EDR REPORTS RECEIVED: PROCESSED:
WITHIN 6 BUSINESS DAYS OF DEATH XXXX
BETWEEN 7 AND 30 BUSINESS DAYS OF DEATH XXXX
MORE THAN 30 BUSINESS DAYS AFTER DEATH XXXX
DEATHS IN 2006-UNVERIFIED EDR REPORTS RECEIVED: PROCESSED:
WITHIN 6 BUSINESS DAYS OF DEATH XXXX
BETWEEN 7 AND 30 BUSINESS DAYS OF DEATH XXXX
MORE THAN 30 BUSINESS DAYS AFTER DEATH XXXX
DEATHS PRIOR TO 2006-UNVERIFIED EDR REPORTS RECEIVED: PROCESSED:
MORE THAN 30 BUSINESS DAYS AFTER DEATH XXXX
MONTH AND YEAR OF DEATH
UNVERIFIED EDR AND NON-EDR
2005 JAN FEB MAR APR MAY JUN
0 0 0 0 0 0
JUL AUG SEP OCT NOV DEC
0 0 0 0 0 0
2006 JAN FEB MAR APR MAY JUN
0 0 0 0 0 0
JUL AUG SEP OCT NOV DEC
0 0 0 0 0 0
2007 JAN FEB MAR APR MAY JUN
0 0 0 0 0 0
JUL AUG SEP OCT NOV DEC
0 0 0 0 0 0
PRIOR TO 2005: 0
ERROR RECORDS
A listing of erroneous records (up to 20 records per exception code) will appear here. The fields shown below will be displayed for each record:
Position Field Name Length
1-2 Spaces 2
3-4 Error Code 2
5-7 Spaces 3
8-16 Social Security Number 9
17-36 Last Name 20
37-51 First Name 15
52-66 Middle Name 15
67-74 Date of Death 8
75-82 Date of Birth 8
83 Sex Code 1
84-85 State Source of Death 2
86 Space 1
87-112 Death Certificate Number 26
113-116 Mother’s Maiden Surname 4
117-120 Mother’s First Name 4
121-124 Father’s Surname 4
125-128 Father’s First Name 4
129-130 Place of Birth 2
131 Foreign Country Indicator 1
132 EDR Verify Code 1
Explanation of Entries on the SSA DEATH PROCESS NOTICE - UNVERIFIED EDR & NON-EDR
SSA DEATH PROCESSING NOTICE FOR __________________
This entry shows the name of the State that submitted the records
PROCESSING DATE: MM/DD/CCYY
This is the date that the UNVERIFIED EDR & NON-EDR records were input to DACUS
REPORTS COUNTS BY TYPE:
UNVERIFIED EDR:
INPUT
The total number of UNVERIFIED EDR records input to DACUS
PROCESSED
The total number of UNVERIFIED EDR records that will be processed
EXCEPTED
The total number of UNVERIFIED EDR records that will not be processed
ERROR RATE
The percentage of UNVERIFIED EDR records that contain exception conditions
NON-EDR:
INPUT
The total number of NON-EDR records input to DACUS
PROCESSED
The total number of NON-EDR records that will be processed
EXCEPTED
The total number of NON-EDR records that will not be processed
ERROR RATE
The percentage of NON-EDR records that contain exception conditions
TOTAL:
INPUT
The total number of UNVERIFIED EDR & NON-EDR records input to DACUS
PROCESSED
The total number of UNVERIFIED EDR & NON-EDR records that will be processed
EXCEPTED
The total number of UNVERIFIED EDR & NON-EDR records that will not be processed
ERROR RATE
The percentage of UNVERIFIED EDR & NON-EDR records that contains exception conditions
UNVERIFIED EDR REPORT COUNTS BY YEAR:
REPORT COUNTS BY YEAR are shown for UNVERIFIED EDR records where the DOD occurred in the current year or in one of the two years prior to the current year. For records where the DOD falls in this range, DACUS counts the number of UNVERIFIED EDR records INPUT, PROCESSED and EXCEPTED. Counts for records where the DOD occurred more than two years prior to the current year and records that error out because they do not pass DOD edits (i.e., error code 13 – UNV-EDR DATE OF DEATH) are not included in this section. In addition, the percentage of records that could not be processed is shown in the ERROR RATE.
For each year:
INPUT
The total number of UNVERIFIED EDR records input where the DOD occurred during that year
PROCESSED
The total number of UNVERIFIED EDR records processed where the DOD occurred during that year
EXCEPTED
The total number of UNVERIFIED EDR records that were not processed due to exception conditions where the DOD occurred during that year
ERROR RATE
The percentage of UNVERIFIED EDR records input that contained exception conditions where the DOD occurred during that year
NON-EDR REPORT COUNTS BY YEAR:
REPORT COUNTS BY YEAR are shown for NON-EDR records where the DOD occurred in the current year or in one of the two years prior to the current year. For records where the DOD falls in this range, SSA counts the number of NON-EDR records INPUT, PROCESSED and EXCEPTED. Counts for records where the DOD occurred more than two years prior to the current year and records that error out because they do not pass DOD edits (i.e., error code 03 – NON-EDR DATE OF DEATH are not included in this section. In addition, the percentage of records that could not be processed is shown in the ERROR RATE.
For each year:
INPUT
The total number of NON-EDR records input where the DOD occurred during that year
PROCESSED
The total number of NON-EDR records processed where the DOD occurred during that year
EXCEPTED
The total number of NON-EDR records that were not processed due to exception conditions where the DOD occurred during that year
ERROR RATE
The percentage of NON-EDR records that contained exception conditions where the DOD occurred during that year
An example of the UNVERIFIED EDR & NON-EDR REPORT COUNTS BY YEAR is shown below.
EXAMPLE – a state submits a total of 10 UNVERIFIED EDR and NON-EDR records with the dates of death shown below:
Unv-EDR record with DOD 01012004
Unv-EDR record with DOD 01012005
Unv-EDR record with DOD 01012006
Unv-EDR record with DOD 01012007
Unv-EDR record with DOD AAAAAA (ERROR CODE 13 – SURFACE EDIT – UNV-EDR DATE OF DEATH)
Non-EDR record with DOD 01012004
Non-EDR record with DOD 01012005
Non-EDR record with DOD 01012006
Non-EDR record with DOD 01012007
Non-EDR record with DOD AAAAAA (ERROR CODE 03 – SURFACE EDIT - NON-EDR DATE OF DEATH)
The SSA DEATH PROCESS NOTICE FOR XXXXXXXXXXXXXXXXXX
UNVERIFIED EDR & NON-EDR
PROCESSING DATE: MM/DD/CCYY
REPORT COUNTS
BY TYPE: INPUT PROCESSED EXCEPTED ERROR RATE
UNVERIFIED EDR 5 4 1 .2000
NON-EDR 5 4 1 .2000
TOTAL 10 8 2 .2000
UNVERIFIED EDR REPORT COUNTS
BY YEAR: INPUT PROCESSED EXCEPTED ERROR RATE
2005 1 1 0 .0000
2006 1 1 0 .0000
2007 1 1 0 .0000
NON-EDR REPORT COUNTS
BY YEAR: INPUT PROCESSED EXCEPTED ERROR RATE
2005 1 1 0 .0000
2006 1 1 0 .0000
2007 1 1 0 .0000
ERROR SUMMARY
ERROR SURFACE NO MATCH
CODE FIELD EDIT TO SSA TOTAL
01 NON-EDR SSN N/A 0 0
02 NON-EDR NAME N/A 0 0
03 NON-EDR DATE OF DEATH 1 N/A 1
04 NON-EDR DATE OF BIRTH 0 0 0
05 NON-EDR DUPLICATES 0 N/A 0
11 UNV-EDR SSN N/A 0 0
12 UNV-EDR NAME N/A 0 0
13 UNV-EDR DATE OF DEATH 1 N/A 1
14 UNV-EDR DATE OF BIRTH 0 0 0
15 UNV-EDR DUPLICATES 0 N/A 0
16 UNV-EDR UNCONFIRMED N/A 0 0
17 UNV-EDR VERIFICATION DATE 0 N/A 0
ERROR SUMMARY:
CODE 01 - NON-EDR SSN - NO MATCH TO SSA and TOTAL counts
The number of NON-EDR records input where the SSN did not match a valid SSN on SSA’s records
CODE 02 - NON-EDR NAME - NO MATCH TO SSA and TOTAL counts
The number of NON-EDR records input where the Name did not match the name for the SSN on SSA’s records
CODE 03 - NON-EDR DATE OF DEATH - SURFACE EDIT and TOTAL counts
The number of NON-EDR records input where the DATE OF DEATH failed surface editing routines
CODE 04 - NON-EDR DATE OF BIRTH:
SURFACE EDIT
The number of NON-EDR records input where the DATE OF BIRTH failed surface editing routines
NO MATCH TO SSA
The number of NON-EDR records input where the DATE OF BIRTH did not match the date of birth for the SSN on SSA’s records
TOTAL
The total of the SURFACE EDIT and NO MATCH TO SSA counts shown above
CODE 05 - NON-EDR DUPLICATES - SURFACE EDIT and TOTAL counts
The number of duplicate NON-EDR records input
CODE 11 - UNV-EDR SSN - NO MATCH TO SSA and TOTAL counts
The number of UNVERIFIED EDR records input where the SSN did not match a valid SSN on SSA’s records
CODE 12 - UNV-EDR NAME - NO MATCH TO SSA and TOTAL counts
The number of UNVERIFIED EDR records input where the Name did not match the name for the SSN on SSA’s records
CODE 13 - UNV-EDR DATE OF DEATH - SURFACE EDIT and TOTAL counts
The number of UNVERIFIED EDR records input where the DATE OF DEATH failed surface editing routines
CODE 14 - UNV-EDR DATE OF BIRTH:
SURFACE EDIT
The number of UNVERIFIED EDR records input where the DATE OF BIRTH failed surface editing routines
NO MATCH TO SSA
The number of UNVERIFIED EDR records input where the DATE OF BIRTH did not match the date of birth for the SSN on SSA’s records
TOTAL
The total of the SURFACE EDIT and NO MATCH TO SSA counts shown above
CODE 15 - UNV-EDR DUPLICATES - SURFACE EDIT and TOTAL counts
The number of duplicate UNVERIFIED EDR records input
CODE 16 - UNV-EDR UNCONFIRMED - SURFACE EDIT and TOTAL counts
The number of UNVERIFIED EDR records input where a match to SSA records shows that no online SSN verification was performed
CODE 17 - UNV-EDR VERIFICATION DATE - SURFACE EDIT and TOTAL counts
The number of UNVERIFIED EDR records input where the UNVERIFIED EDR VERIFICATION DATE failed surface editing routines
AVERAGE AGE
PROCESSABLE REPORT TYPE - AVERAGE AGE IN DAYS:
UNVERIFIED EDR
This is the average age (in business days) of the UNVERIFIED EDR records that were processed
NON-EDR
This is the average age (in business days) of the NON-EDR records that were processed
ACTUAL AGE
WITHIN 6 BUSINESS DAYS OF DEATH
The number of processed UNVERIFIED EDR records that were received within 6 business days of the date of death in the current year and one year prior to current year.
BETWEEN 7 AND 30 BUSINESS DAYS OF DEATH
The number of processed UNVERIFIED EDR records that were received between 7 and 30 business days of the date of death in the current year and one year prior to current year.
MORE THAN 30 BUSINESS DAYS AFTER DEATH
The number of processed UNVERIFIED EDR records that were received more than 30 business days after the date of death in the current year and the two years prior to the current year.
MONTH AND YEAR OF DEATH - UNVERIFIED EDR AND NON-EDR
This section shows a count of UNVERIFIED EDR and NON-EDR reports broken down by the DATE OF DEATH. A monthly breakdown is shown for the current year and for each of the two preceding years. A yearly total is shown for all reports submitted where death occurred more than two years prior to the current year.
ERROR RECORDS
UNVERIFIED EDR and NON-EDR records that become exceptions will be listed here. Up to 20 records per exception code will be returned. The fields shown below will be displayed for each record:
Position Field Name Length
1-2 Spaces 2
3-4 Error Code 2
5-7 Spaces 3
8-16 Social Security Number 9
17-36 Last Name 20
37-51 First Name 15
52-66 Middle Name 15
67-74 Date of Death 8
75-82 Date of Birth 8
83 Sex Code 1
84-85 State Source of Death 2
86 Space 1
87-112 Death Certificate Number 26
113-116 Mother’s Maiden Surname 4
117-120 Mother’s First Name 4
121-124 Father’s Surname 4
125-128 Father’s First Name 4
129-130 Place of Birth 2
131 Foreign Country Indicator 1
132 EDR Verify Code 1