Agency Schedule Detail

Authorization Number : 855-0175

Agency Series No. : LEGL-12

Status : Active

Agency Web Link :

Agency : BWC

Confidential Description : The records could contain information prohibited by ORC 149.43 (A)(2)(d)(7)(c). These documents could include medical records, social security numbers, and dates of birth.

Division : BWCLAWS

Vital Description :

Section : BWCLAWSLEGL

Record Title : Closed Subrogation Cases

Revision : 3

Record Description : The Closed Subrogation Cases records include files for subrogation cases that have been collected or closed as uncollectible. These files include correspondence, notes, pleadings, check copies, and settlement agreements. The Closed Subrogation Cases 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
Review the machine readable information every 3 years to ensure that the files can still be accessed. Keep in the UDS subrogation database for 20 years and then destroy.	These records must be held longer because of the potential for litigation over these closed cases.	Electronic	Delete
Hold the records in the Subrogation Unit until case is closed, and then scan into the UDS subrogation database. Once the scanned versions of the Closed Subrogation Cases have been verified for quality assurance; then destroy the paper documents.		Paper	Shred

Approvals

Status	Name	Title	Date
Approved	Kevin Gartrell	Records Coordinator	4/27/2009 2:12:00 PM
Approved	Melissa Roach	Records Officer	6/17/2009 3:36:00 PM
Approved	Michael Hardenbrook	Record Administrator	6/23/2009 1:05:00 PM
Approved	Martin Meeks	State Auditor	6/23/2009 3:52:00 PM
Approved	Fred Previts	State Archivist	6/30/2009 10:43:00 AM

Notes

Date	Reason	User