UNIVERSITY OF WISCONSIN River Falls

Letters of Endorsement

Introduction

State of Wisconsin
Department of Administration
101 East Wilson Street Madison Wisconsin

Tommy G.Thompson
Governer

Mark D. Bugher
Secretary

Mailing Address
Post Office Box 7869
Madison. WI 53707-7869

July 1, 1997

TO: Agency Worker’s Compensation Managers and Coordinators, Agency Records Officers and Coordinators, and Other Staff that work with
State Worker’s Compensation Records

From: Hiram Shaw, Manager, State Worker’s Compensation Program, DOA

Subject: General Records Schedule: Worker’s Compensation and Related Records

The attached statewide General Records Schedule: Worker’s Compensation and Related Records was approved by the Public Records Board on November 15, 1995. In most cases, agency staff should follow the retention periods in this schedule and routinely destroy records after the time periods specified have passed. No further approval is needed from either DOA or the Public Records Board.

Worker’s Compensation (WC) Program staff and delegated WC managers from UW System A ministration and the Department of Transportation will be working together to bring existing records into conformance with the schedule. WC coordinators will soon receive more detailed information on which materials need to be transferred to the central files and which materials are duplicates and convenience copies. Per the schedule, WC coordinator claim records should be destroyed one year after the case is closed as determined by the assigned claims adjuster.

We call your attention to the letters of endorsement from the Bureau of State Risk Management, the Secretary of DOA, Legislative Audit Bureau and the Offlice of the Attorney General.

Special thanks to Valerie Clemen, DOA Records Officer, for taking a leadership role in developing this document. Thanks also to those worker’s compensation staff and records managers who contributed their time and energy on this effort.

if you have questions about this, the interpretation and implementation of this records schedule, you should first contact your agency’s designated WC coordinator or WC manager. You may also contact your designated agency records officer. If you need additional assistance, you may contact Harold Coltharp, (608) 266-2770, or Steve Hirsch, (608) 266-2996, of the DOA Records Management Section, or me at (608) 267-2728.

Department of Administration Secretary

State of Wisconsin
Department of Administration
101 East Wilson Street Madison Wisconsin

Tommy G.Thompson
Governer

Mark D. Bugher
Secretary

Mailing Address
Post Office Box 7869
Madison. WI 53707-7869

July 1, 1997

To: Agency Worker’s Compensation (WC) Managers, Agency WC Coordinators, Agency Records Officers and St work with Worker’s Compensation and Related Records

From: Mark D. Bugher, Secretary Department of Administration

Subject: General Records Schedule: Worker’s Compensation and Related Records

The attached statewide General Records Schedule: Worker’s Compensation and Related Records was developed by an in teragency working group consisting of the DOA Worker’s Compensation Manager, agency personnel with responsibilities for worker’s compensation records, agency records officers and staff from the DOA Records Management Section. The Public Records Board approved the general records schedule for worker’s compensation on November 15, 1995, establishing statewide policy guidance for retention of these types of records.

The document provides guidance for managing worker’s compensation and related records to meet all reasonable needs. The general schedule provides the opportunity to manage state worker’s commpensation and related records more efficiently and consistently among state agencies. Because retention periods for occupational disease and occupational injury case files are lengthy, it is important that agency worker’s compensation coordinators follow the schedule which calls for routine destruction of duplicate agency WC case files and reliance on the official files maintained by DOA and those large agencies with delegated authority.

If you have questions about the interpretation and implementation of this records schedule you should first contact your agency’s designated worker’s compensation coordinator or agency records officer. If you need further assistance you may contact:

-For University of Wisconsin System and Campuses: Peter Nelezen, UW Systems Administration Risk Management, 780 Regent Street, Room 131, Madison, WI 53708, telephone: (608) 265-579 1.

-For Department of Transportation: Pamela Louther, Risk and Safety Management, DOT, 4802 Sheboygan Avenue, Room 751, Madison, WI 53707-79 15, telephone: (608) 266-6623.

-For all other agencies and for general information on the state Worker’s Compensation Program: Hiram Shaw, State WC Manager, Department of Administration, State Bureau of Risk Management, 101 East Wilson Street, Madison, WI 53707-7844, telephone: (608) 267-2728.

If you have questions about records management or suggestions on how to improve the presentation of this general schedule contact: Steve Hirsch, Department of Administration Records Management Section at (608) 266-2996.

Legislative Audit Bureau

Sate of Wisconsin Legislative Audit Bureau

Dale Cattanach
State Auditor 

Suite 402
131 west Wilson Street
Madison WIsconsin 53703
(608)-266-2818
Fax:(266)-267-0410

Date: November 28th, 1995

TO: Worker’s Compensation Managers, Agency Worker’sCompensation Coordinators and Agency Staff that work with Worker’sComnensation Related Records.

FROM: Thomas L. Micke Deputy State Auditor

SUBJECT: General Records Schedule for Worker’s Compensation Related Records The enclosed General Records Schedule for Worker’s Compensation Related Records was approved by the Public Records Board on November 151995. As a member of the Board, I have reviewed the general records schedule and I am satisfied that it should comply with both state and federal audit requirements.

The purpose of this and other general records schedules is to provide more consistent and efficient management of records at each state agency. Because some of the records covered in this schedule have lengthy required retention periods, it is especially important to minimize the retention of duplicate copies of these records beyond their usefulness. The official case file maintained by the Department of Administration or other state agencies with delegated authority for maintaining the official file should be sufficient if a case is reopened or historical information is needed from a case file.

TM/CE

Enclosure

Office of Attorny General

State of Wisconsin Department of Jusitice

James E.Doyle
Attorney General

Burneatta L. Bridge
Deputy Attourny General 

123 West Washington Ave
P.O. Box 7857
Alan Lee
Assistant Attorney General
608/266-0020
Fax: 608/267-2223
TTY: 608/267-8902

Date: November 16th, 1995

To: Workers Compensation Managers, Agency Workers, Compensation Coordinators, and Agency Staff that work with workers compensation related records

- From: Alan Lee: Assistant Attorney General

Subject: General Records Schedule: workers Compesation Related Records

The attached General Records Schedule for Worker's Compensation Related Records was approved by the Public Records Board on November 15, 1995. As a member of the Board I endorse this general records schedule. This document provides guidance for managing state workers compensation related records to meet all reasonable retention needs. Retention periods specified in the general schedule are sufficient for legal purposes.

Agency staff should follow the retention periods established in this schedule and routinely destroy records after the time periods specified have passed. Defer routine records destruction in cases involving litigation, court orders, open records requests or outstanding audits until the special need for continued retention ceases.

If you have questions about the legal interpretation of state worker's compensation related records first contact a WC manager or your agency legal staff. If your agency does not have a legal staff or WC manager contact me at (608) 266-0020.