Agency Schedule Detail

Authorization Number : 855-1104

Agency Series No. : HUMA-SU5

Status : Active

Agency Web Link :

Agency : BWC

Confidential Description : Medical information, social security numbers, and payroll records.

Division : BWCHUMA

Vital Description :

Section : BWCHUMA

Record Title : Internal Disability Management Files of BWC Employees.

Revision : 0

Record Description : The Internal Disability Management Files are claims filed by BWC employees who will be off work utilizing their Disability Leave Benefits. The records describe their medical condition/procedure, any forms and/or communication with DAS regarding the claim, and any related payroll records. The Internal Disability Management Files of BWC Employees are scanned into the Universal Document Service (UDS). The Universal Document Service (UDS) is an imaging concept that stores any type of electronic file, such as Microsoft Office documents, Adobe Acrobat, audio/video, Computer Aided Design (CAD), etc. as well as scanned images.

Retention Period	Retention Justification	Media Code	Method of Disposal
Digitally image the Internal Disability Management Files. The scanned versions of the Internal Disability Management Files are to be verified for quality assurance. Retain 120 days after they have been imaged, and then destroy.		Paper	Shred
The machine readable information will be reviewed every 3 years to ensure that the files can still be accessed. Retain the electronic files 7 years after employee separation from the BWC, and then destroy.	Records relate to the employees’ work history and may be used in possible litigation.	Electronic	Delete

Approvals

Status	Name	Title	Date
Approved	Kevin Gartrell	Records Coordinator	3/26/2009 2:00:00 PM
Approved	Melissa Roach	Records Officer	4/7/2009 10:05:00 AM
Approved	Michael Hardenbrook	Record Administrator	4/15/2009 1:37:00 PM
Approved	Martin Meeks	State Auditor	4/15/2009 2:14:00 PM
Approved	Fred Previts	State Archivist	4/21/2009 3:19:00 PM

Notes

Date	Reason	User