UNIVERSITY OF WISCONSIN River Falls

Workers Compensation Record Series

90300 Workers Compensation Claims Case Files: Workers compensation claims filed by state and UW System employes. These claims can be categorized as:

Medical claims (No lost time): A claim where an injured employe obtains medical treatment but does not include time off from work.

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

Lost time claims: A claim where an injured employe 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 employment claims: A claim presented by certain occupational classes and of hazardous nature as defined in s. 230.36. Wk. Stats.

Hazardous employment claims include the same records as in medical claims, as well as s. 230.36, Wis. Stats., (hazardous employment) documentation.

90300, Official file:
DOA, DOT, UW-System. Paper. Retain from event +30 years and destroy. Event = close of case as determined by assigned claims examiner.

90300A, Agency copy:
WC coordinator. Paper. Close of claim, plus 1 year and destroy. Closure date is determined by claims examiner.

90300B, Working copy:
Supervisor or unit. Paper. Destroy when no longer needed. 90301; 90301 A; 90301B Do not use

90302 Incident reports No Claims (Incidents only, no claims, no lost time):
Information on incidents is documented in the accident report, employe exposure records, supervisory analysis, safety officer analysis and related correspondence.This records series covers incident reports for which no claims are filed.

90302, Official file:
DOA, DOT, or UW-System. Paper. Retain from creation + 30 years and destroy. Creation = date of incident.

90302A, Agency copy:
Safety officer. Paper. Destroy when no longer needed.

90302B, Working copy:
Management, Safety Committee, and WC coordinator. Paper. Destroy when no longer needed.

90303 Near-Miss Reports: Documentation on accident analysis forms describing hazardous working conditions that could lead to WC claims. Data from these forms are gleaned to study trends and to improve a safe working environment.

90303, Official file:
DOA, DOT, UW-System. Paper. Retain until event and destroy. Event = data entry into WCCS.

90303A, Agency copy:
Safety officer. Paper. Destroy when not needed.

90304 WCCS Workers Compensation Claims Files:
Electronic Data. This record series covers electronic data in the WCCS for all workers compensation claims by state and UW System employes. Only DOA, DOT, and UW-System have access to this database. 

This series covers electronic data, entered from the official 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.

90304, Official file:
DOA WC Admin. Electronic data base.Retain from event + 30 years and destroy. Event = close of case as determined by assigned claims examiner.

90305 Do not use

90306 WCCS Incident reports (Incidents only, no claims, no lost time):
This electronic database is created with information from the: accident report, employe exposure records, supervisory analysis, safety officer analysis, and related correspondence.

90306, Official file: DOA WC Admin. Electronic data base. Retain from creation + 30 years and destroy. Creation = date of incident.

90307 WCCS Near-Miss Data Files:
This electronic database is created from information on accident analysis forms describing hazardous working conditions that could lead to WC claims. Statistics based upon the number and variety of these near-misses are used to study trends and to improve a safe working environment. Complete files on near-misses are saved only in the database.

90307, Official file:
DOA WC Admin. Electronic data base. Retain from creation + 3 years. Creation = date of near-miss occurrence.

90308 WCCS Output Reports:
These paper records include statistical descriptions or summaries of types of statewide claims. Monthly or quarterly reports are distributed to department heads, division administrators, and state agencies. Reports support program initiatives.

90308, Official file:
DOA, DOT, UW-System. Paper.Destroy when no longer needed.

90308A, Agency copy:
WC coordinator. Destroy when no longer needed.

90308B, Working copy:
Supervisor or unit. Destroy when no longer needed

90309 Statewide WC Policies:
Records include Worker’s Compensation polices, administrative rules and program guidelines for managing the WC claims per s. 102.08, Wis. Stats.

90309, Official file:
DOA. Paper. Retain from creation + 6 years. Transfer to State Historical Society of Wisconsin.

90309A, Agency copy:
WC coordinator. Destroy when superseded.

90310 WC Procedures and Procedural Correspondence:
Records include procedures and related records for carrying out the mandated policies.

90310, Official file:
DOA. Paper. Retain from creation + 6 years and transfer to State Historical Society of Wisconsin

90310A, Agency copy:
WC coordinator. Destroy when superseded.

90311 WC Committee Meeting Minutes:
Records of committee meetings that address WC issues. Minutes may include originals of handouts, a roster of members, subjects discussed and decisions made.

90311, Official file:
DOA. Paper. Retain from creation + 5 years. Transfer to State Historical Society of Wisconsin.

90311A, WC Committee Member Copies and Agency file:
Retain from creation + 1 year and destroy.

Payment and vendor records:
Those payment (paid invoices only) and vendor records not included in the claims files are included in the Fiscal and Accounting General Schedule and Purchasing and Procurement General Schedule. Vendor records include all information for the procurement process, contracts, invoices, and supporting documentation.