Agency Schedule Detail

Authorization Number : 855-1038

Agency Series No. : LEGL/SUBRO

Status : Active

Agency Web Link :

Agency : BWC

Confidential Description : The records could contain information prohibited by ORC 149.43 (A)(2)(d)(7)(c). This unit contacts injured workers by mail and phone. The documents could also include medical records and claimant identifying information such as social security number and date of birth. The files could also include account numbers.

Division : BWCLAWS

Vital Description :

Section : BWCLAWSLEGL

Record Title : Subrogation Escrow Account Files

Revision : 3

Record Description : The Subrogation Escrow Account Files are for accounts that are still being collected based on an escrow agreement including copies of checks for amount collected to date, collection correspondence, requests to bill, billing records, and subrogation settlement agreements. The Subrogation Escrow Account Files are scanned into a secure online repository. The secured online repository 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
Retain for 10 years after the subrogation file has closed, and then destroy as confidential.	These documents should be retained due to the potential for litigation.	Electronic	Delete
Retain after the account is collected, then scan into a secure online repository. Retain the document for one month to verify it was scanned, and then destroy.		Paper	Shred

Approvals

Status	Name	Title	Date
Approved	Kevin Frazier	Records Coordinator	10/30/2023 8:04:45 AM
Approved	Colleen Cottrell Erdman	Records Officer	11/1/2023 12:57:14 PM
Approved	Terri Dittmar	Record Administrator	11/7/2023 10:53:55 AM
Approved	Fred Previts	State Archivist	11/8/2023 10:37:21 AM
Approved	Martin Meeks	State Auditor	11/17/2023 8:23:04 AM

Notes

Date	Reason	User
No notes.