Agency Schedule Detail

Authorization Number : 855-0816

Agency Series No. : ARCO-10

Status : Active

Agency Web Link :

Agency : BWC

Confidential Description : Confidential items include the following: Medical Claim Numbers, Social Security Numbers, Medical and Psychological Records.

Division : BWCFDAD

Vital Description :

Section : BWCFDADARCO

Record Title : Recovery Files

Revision : 3

Record Description : The Recovery Files include initial contact, payment options, final demand, paid in full notices to debtor and/or representative(s) and general interoffice correspondence from Special Investigations Unit offices, other BWC departments and federal, state and local offices, statewide, Version 3 (claim payment system), Oracle (the financial application use by account units to enter and monitor payments connected with overpayments of compensation) and Workers Compensation Insurance System (WCIS) print outs. Additionally, copies of all payments are maintained for collection integrity.

Retention Period	Retention Justification	Media Code	Method of Disposal
Retain for 90 days after the file has been stored electronically. Verify the records for quality assurance, and then destroy.		Paper	Shred
Review the machine readable information every 3 years to ensure that the files can still be accessed. Retain the electronic versions of the Recovery Files until all monies are collected and no further litigation is pending, and then delete	Records are needed to ensure all monies have been paid in full. Used as supporting information for litigation purposes.	Electronic	Delete

Approvals

Status	Name	Title	Date
Approved	Kevin Gartrell	Records Coordinator	4/27/2016 8:43:00 AM
Approved	Melissa Roach	Records Officer	4/27/2016 10:34:00 AM
Approved	Bunnie Jones	Record Administrator	5/18/2016 10:47:00 AM
Approved	Martin Meeks	State Auditor	5/18/2016 11:12:00 AM
Approved	Fred Previts	State Archivist	5/18/2016 1:04:00 PM

Notes

Date	Reason	User