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Workers' Compensation Claim Documentation

RDA Number
11100
Effective Date
Record Series Abstract
Record series contains workers' compensation claim documents for state employees. Files include, but are not limited to: first notices of loss or first reports of injury, medical records, medical bills, letters of denial or approval, and correspondence between medical providers and the third party program administrator. Record series also contains pre-claim documentation where no claim is filed (incident only).
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cut off at the closure of claim.
Total Retention Years
30
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are maintained off-site by a third party vendor. Beginning in 2007, incoming paper files were scanned and held electronically. Paper records are destroyed after verification of electronic record. At the termination of any contract, electronic files and any remaining paper records will be transferred from the old administrator to the new administrator. Records are maintained for 30 years and then destroyed by state approved methods.
Allotment Code
309
Record Location
Andrew Jackson Building, 15th floor
File Arrangement
alpha and numeric
Date Range
1980s to current
Annual Accumulation
N/A
Current Volume
N/A
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
essential record stored electronically and held by the third party program administrator; Treasury department has access to the database
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 10-7-504 (Confidential records -- exceptions)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
30 years
Records Center Retention Period
N/A
Record Sample PDF
2002.sample.pdf101.29 KB
System Name
Workers Compensation System
Hardware Description
Vendor system server array. Contract information on file with Treasurer IT Division.
Software Description
Vendor system server array. Contract information on file with Treasurer IT Division.
System Location
Vendor location, contract information on file with Treasurer IT Division.
Backup Procedures
Data is backed up on a daily basis. Contract information on file with Treasurer IT Division.
Disaster Recovery
Disaster recovery information on file with Treasurer IT Division.
Data Migration Description
Data migration information on file with Treasurer IT Division.
Legacy Revision UUID
2002