UNIVERSITY OF WISCONSIN River Falls

Liability Program Related Records

RDA No.

Records Series Title

Series Description

Retention Event

Minimum
Retention
&
Disposition

PII

Confidential

Use Case / Notes

Old RDA No.  (If
Applicable)

RISK0035

Liability Insurance Policies (General, and Excess)

Pursuant to §16.865(5) Wis. Stats., the Department of Administration Bureau of State Risk Management (BSRM) is responsible to arrange appropriate insurance contracts for the transfer of risk of loss on the part of the state or its employees to the extent such loss cannot reasonably be assumed by individual agencies or self-funded programs. Agencies that receive authorization from BSRM may secure coverage for specific business purposes on their own.

This file may include the original copy of the policy, endorsements to the policy, list of carriers, coverage limits and premiums. 

Policy
Effective
Date 

Event + 75
Years and
Destroy

No

No

Copies may be kept at the agency or at DOA BSRM

 

RISK0036

Liability Claim Files

§16.865 Wis. Stats., mandates responsibility for statewide risk management coordination including managing the statewide self-funded liability program.

Claim files may include normal liability claims and claims involving a minor or a structured settlement. In cases where a minor is involved, records must be retained for 11 years after the minor reaches age 18.  For structured settlements, records must be kept for 11 years after the structure is paid off.  

Documents include accident reports, damage reports, repair orders, estimates, adjuster claim reports and release of all claims.  Payment letters and photocopies of checks are also included.

Date Claim is
Closed 
(For Normal
Liability
Claims)

OR

Date Minor
Turns 18
(Claims
Involving a
Minor)

OR

Date
Structured Settlement  is Paid Off (Structured
Settlement
Claims)

Event + 11
Years and
Destroy
Confidential

Yes

Yes
§146.82  Wis. Stats.
(Medical  
Records)

§51.30
Wis. Stats.
(Mental
Health Care &
Treatment Records)

 

 

RISK0037

Precedent-Setting Liability Claims 

This records series pertains to liability claims which have precedent-setting impact on the State of Wisconsin and the State Risk Management program.  Claim files to be retained include those that are catastrophic in nature and/or breach one million dollars.

Files may contain complete liability investigations and supporting documentation.

Date Claim is Closed

Event + 25
Years and
Transfer to
WHS

Yes

Yes
§146.82  Wis. Stats.
(Medical  
Records)

§51.30
Wis. Stats.
(Mental
Health Care &
Treatment Records)

 

 

RISK0038

Liability Incident and Denial Documentation –
No Claim Filed

Incident and denial files may include accident reports, damage reports, repair orders, estimates, adjuster claim reports and other investigative materials. No claim was generated and no payment was made.

Date of Incident

Event + 11
Years and
Destroy
Confidential

Yes

Yes
§146.82  Wis. Stats.
(Medical   Records)

Note: There is a potential that a claim may be filed many years later.

 

RISK0039

Volunteer Health
Care Program
(VHCP)

The Volunteer Health Care Program was originally enacted in 1989 as a pilot program in Brown & Racine Counties. It has since spread state wide to address health care needs of the uninsured, underinsured and those on different state run medical programs.

Documentation related to the approval of all volunteer health care applicants for this statewide program.  Document examples include completed applications, approval letters, Department of Safety and Professional Services (DSPS) information on licensure for each applicant, policy decisions and program expansion correspondence.

Claims generated from this program are handled by the liability program and the files are covered within RDA RISK0036.

Date BSRM
Approves or
Denies the
Application

Event + 25
Years and
Destroy
Confidential

Yes

No