| Retention Period | Retention Justification | Media Code | Method of Disposal |
|---|---|---|---|
| If the policy status is any status other than Active or Reinstated, retain in UDS for a 10 year period of inactivity. | Regardless of status, a 10 year period of inactivity will insure that policy was properly cancelled and that collection efforts have been exhausted. | Electronic | Delete |
| If the policy status is: · Active or Reinstated: Original documents will be destroyed after scanned into UDS, and the scanned image is verified as readable. · Cancelled by Employer: Original documents will be destroyed when: · Account balance is zero, and · There has been no activity in the policy for a two year period after cancellation date. · Any status other than Active or Reinstated, with a balance due on account: Original documents will be destroyed when there has been no activity in the policy for a 5 year period. | Retaining a policy with no balance for 2 years of inactivity is sufficient to determine the policy was properly cancelled. Retaining a policy with a balance for 5 years of inactivity provides ample opportunity to collect any outstanding debt due to BWC. | Paper | Shred |
| Status | Name | Title | Date |
|---|---|---|---|
| Approved | Jeff Hitch | Records Coordinator | 12/13/2016 8:58:00 AM |
| Approved | Melissa Roach | Records Officer | 12/13/2016 10:54:00 AM |
| Approved | Bunnie Jones | Record Administrator | 12/30/2016 3:04:00 PM |
| Approved | Martin Meeks | State Auditor | 1/5/2017 1:32:00 PM |
| Approved | Fred Previts | State Archivist | 1/9/2017 1:41:00 PM |
| Date | Reason | User |
|---|