Instructions and File Format for States' Use

State Death Match Collections

Instructions and File Format for States' Use

OMB: 0960-0700

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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


File Typeapplication/vnd.openxmlformats-officedocument.wordprocessingml.document
File TitleSSA Death Process Notices
AuthorKathy Cresswell
File Modified0000-00-00
File Created2021-06-16

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