UNIVERSITY OF WISCONSIN River Falls

Workers Compensation Related Records

RDA No.

Records Series Title

Series Description

Retention Event

Minimum
Retention
&
Disposition

PII

Confidential

Use Case / Notes

Old RDA No.  (If
Applicable)

RISK0010

Worker’s
Compensation
Claims Case Files

Worker’s compensation claims filed by state and UW System employees. These claims can be categorized as:

Medical Claims (No Lost Time): A claim where an injured employee obtains medical treatment but does not lose more than three (3) days from work as a result of the injury.

Lost Time Claims: A claim where an injured employee requires four (4) or more days off from work. Typically, claims include the same records as in medical claims files, as well as lost time documentation and disability payment material.

Hazardous Duties Employment Claims: A claim presented by certain occupational classes and of hazardous nature as defined in §230.36. Wis. Stats. Hazardous duties employment claims include the same records as those in medical claims, as well as those stated in §230.36, Wis. Stats., (hazardous employment) documentation (e.g. hazardous duties related positions).

Typical records may include, but are not limited to:
accident reports, medical reports, employee exposure records, certifications, payment information, medical invoices, investigation materials, subrogation files, workers compensation claims fact sheet, medical information authorization, labor market availability restriction statement, vocational rehabilitation information, related correspondence and other related forms.

This information is also entered into the Department of Administration’s Risk Management Information System (RMIS). This system is managed by DOA’s Bureau of State Risk Management. The information entered in the system originates from the official

Date Claim is Closed

Event+ 30
Years and
Destroy
Confidential

Yes

Yes
§102.33
Wis. Stats.
(Worker’s
Compensation Records)

 

90300
Workers Compensati on Claims
Case Files

90304
WCCS
Worker’s Compensati on Claims
Files

RDA No.

Records Series Title

Series Description

Retention Event

Minimum
Retention
&
Disposition

PII

Confidential

Use Case / Notes

Old RDA No.  (If
Applicable)

 

 

paper files related to medical claims (no lost time), lost time claims, and hazardous employment claims and includes: claim number, name, address, social security number, date of birth, type of claim, agency identification code, location of claim, cause of claim, result of injury, payment histories, etc. All agencies and UW-System have access to this database. 

This record series covers the electronic data in the RMIS and the paper files kept at the agencies and the UW-System. 

 

 

 

 

 

 

See
Occupational
Safety and
Health Section

Incident Reports (Incidents only, no lost time)

See RDA RISK0045in the Occupational Safety and Health Records Section of this schedule for retention and disposition of these records. 

 

 

 

 

 

90302
Incident
Reports -  No Claims

See
Occupational
Safety and
Health Section

Near-Miss Reports

See RDA RISK0046 in the Occupational Safety and Health Records Section of this schedule for retention and disposition of these records. 

 

 

 

 

 

90303
Near Miss
Reports

RISK0011

State Government 
Workers
Compensation
Guidelines,
Procedures, Policies and Other Related
Records 

Records include Workers Compensation program guidelines, procedures, policies and other related records for managing workers compensation claims per Chapter 102 Wis. Stats.

Superseded

Event + 7
Years and
Destroy

No

No

 

90309
Statewide
WC Policies

90310
WC
Procedures and Procedural Correspond ence