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RISK & INSURANCE MANAGEMENT AUTHORIZATION NO. 41-111

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  1. File Handler (FH) Documentation
  2. Medical Malpractice (MMP) National Practitioners Data Bank Reports
  3. Medical Malpractice (MMP) State Reports
  4. Insurance Policy Files
  5. Actuarial Reports
  6. Certificates of Insurance-Issued
  7. Contracts/Bids/Request for Proposals (RFPs)
  8. Damage Reports (Incidents Only)
  9. Dental Medical Malpractice Incidents
  10. Fiscal Operations (FOS) Reports
  11. Medical Malpractice Claims History Letters
  12. Theft Reports (Incidents Only)
  13. Vehicle Inventory
  14. Auto Claims
  15. Benchmarking Reports
  16. Educators Legal Liability and Police Liability Claims
  17. Medical Malpractice (MMP) Claims
  18. Medical Malpractice (MMP) Bank Statements and Reconciliation
  19. Property Claims
  20. Work Comp Taxes, Annual Reports, Experience Modification (MOD), Misc
  21. Workers' Compensation Claims
  22. General Insurance Files
  23. Incident Reports Workers' Compensation, Auto Liability, General Liability
  24. Athletic Accident Claims

 

ITEM NUMBER

1. File Handler (FH) Documentation

These records contain development documentation of the current File Handler Claim System and includes working papers dealing with the software implementation and subsequent modifications, testing, and problem resolution records.

Authorized Retention:

Retain for eight (8) years; then destroy.

TOP

2. Medical Malpractice (MMP) National Practitioners Data Bank Reports

This group of records contains reports on Medical Malpractice (MMP) settlements paid by the University filed with the National Practitioners Data Bank and correspondence with state licensing board.

Authorized Retention:

Retain for twenty (20) years; then destroy.

TOP

3. Medical Malpractice (MMP) State Reports

This record series consists of reports on Medical Malpractice (MMP) claims and status filed quarterly with the State of Missouri.

Authorized Retention:

Retain for fifteen (15) years; then destroy.

TOP

4. Insurance Policy Files

These records are Commercial insurance policies.

Authorized Retention:

A. Retain eight (8) years after expiration; then microfilm.

B. Retain microfilm indefinitely.

(B. Approved change 03/10/09 from destroy to keep indefinitely)

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5. Actuarial Reports

These records consist of actuarial reports and work papers for Worker's Comp, Auto/General Liability, Education Legal, and Medical Malpractice.

Authorized Retention:

Retain work papers and reports seven (7) years; then destroy.

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6. Certificates of Insurance-Issued

Records in this series include all lines of business.

Authorized Retention:

Retain five (5) years, then destroy.

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7. Contracts/Bids/Request for Proposals (RFPs)

This records series consists of Broker RFP & agreement, Third Party Administrator (TPA) RFP & agreement, WC Provider Network (comp results) agreement, Post Offer Pre-employment Testing Program (POET) agreement, Actuarial agreement, and ABS Consulting.

Authorized Retention:

Retain seven (7) years after expiration of agreement; then destroy.

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8. Damage Reports (Incidents Only)

These records consist of damage reports to Student, General Public or University property where no claim was filed.

Authorized Retention:

Retain seven (7) years; then destroy.

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9. Dental Medical Malpractice Incidents

This group of records only documents incidents where no MMP claim was opened.

Authorized Retention:

Retain for seven (7) years, then destroy.

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10. Fiscal Operations (FOS) Reports

This series of records contains fiscal operations reports prepared annually for the Office of Risk & Insurance.

Authorized Retention:

Retain for seven (7) years; then destroy.

TOP

11. Medical Malpractice Claims History Letters

These records consist of issued history letters and are kept in Risk & Insurance Management's office.

Authorized Retention:

Retain for three (3) full years; then destroy. 

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12. Theft Reports (Incidents Only)

This group of records contains theft reports that are submitted, but are considered incidents only with no claim filed, University property that is below the deductible, or items not covered such as personal items or currency, checks, etc.

Authorized Retention:

Retain for three (3) full years; then destroy.

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13. Vehicle Inventory

This records series consists of annual vehicle inventory and vehicle updates by campus and are used for insurance coverage only.

Authorized Retention:

Retain for three (3) years; then destroy.

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14. Auto Claims

These records are the "official" auto claim files.

A.  Paper Files – These files include but are not limited to medical forms, proof of loss, reports, invoices, pictures, recorded statements, etc.

B.  Electronic Files – These files include but are not limited to claim financial information, adjuster’s notes, settlement notes, and other documents that are not received on paper.

Authorized Retention:

A. Paper Files

Retain for fifteen (15) years after claim is closed.  

Note: Retain three (3) years, two (2) years plus current year by Third Party Administrator, send to Records Center for twelve (12) years, then destroy.

B. Electronic Files maintained in Claims System

Retain thirty (30) years; then destroy.

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15. Benchmarking Reports

These records include Advisen Benchmarking Study (work papers), Midwest Higher Education Consortium (MHEC) Benchmarking Study, Worker's Compensation Study, and Worker's Compensation CAT Study.

Authorized Retention:

Retain for ten (10) years; then destroy.

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16. Educators Legal Liability and Police Liability Claims

These records are payment supporting files with "official" copy of claim in the General Counsel's office.

Authorized Retention:

Retain for fifteen (15) years after claim is closed; then destroy.

Note: Retain three (3) years, two (2) years plus current year in RIM office; then send to Records Center for twelve (12) years, before microfilming.

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17. Medical Malpractice (MMP) Claims

These records are supporting files with the "official" copy of medical malpractice claims which are held in the General Counsel's office.

A. Paper Files – These files include but are not limited to medical reports and bills, completed state forms, recorded statements, and other supporting documentation.

B. Electronic Files – These files include but are not limited to claim financial information, adjuster’s notes, settlement notes, and other documents that are not received on paper.

Authorized Retention:

A. Paper Files

Retain for five (5) years after claim is closed; then destroy provided General Counsel has file.

Note: Retain three (3) years, two (2) years plus current year in RIM office, send to Records Center for two (2) years.

B. Electronic Files maintained in Claims System

Retain thirty (30) years; then destroy.

TOP

18. Medical Malpractice (MMP) Bank Statements and Reconciliation

This group of records contains quarterly bank statements on Medical Malpractice (MMP) trust funds and reconciliation sheets between the trust funds and claim system.

Authorized Retention:

Retain for fifteen (15) years; then destroy.

TOP

19. Property Claims

These records are the "official" property claim files.

A. Paper Files – These files include but are not limited to proof of loss, reports, invoices, pictures, recorded statements, etc.

B. Electronic Files – These files include but are not limited to claim financial information, adjuster’s notes, settlement notes, and other documents that are not received on paper.

Authorized Retention:

A. Paper Files

Retain for five (5) years after claim is closed. 

Note: Retain three (3) years, two (2) years plus current year in RIM or TPA office, send to Records Center for two (2) years; then destroy

B. Electronic Files maintained in Claims System

Retain thirty (30) years; then destroy.

TOP

20. Work Comp Taxes, Annual Reports, Experience Modification (MOD), Misc

These records include WC tax forms filed with State of Mo (quarterly estimated taxes and annual Table 1 filing), Annual Reports required by the state to remain a self-insured entity for WC, papers submitted to National Council on Compensation Insurance (NCCI) and correspondence in calculation of WC (workers comp) Experience MOD. Also includes correspondence with State of Mo. Estimated payroll, audited payroll, correspondence, deposit and earned premium.

Authorized Retention:

 Retain for twenty (20) years; then destroy.

TOP

21. Workers' Compensation Claims

These records are the "official" workers' compensation claim files.

A. Paper Files – These files include but are not limited to medical reports and bills, completed state forms, recorded statements, and other supporting documentation.

B. Electronic Files – These files include but are not limited to claim financial information, adjuster’s notes, settlement notes, and other documents that are not received on paper.

Authorized Retention:

A. Paper Files

Retain for twenty (20) years after claim is closed. 

Note: Retain three (3) years, two (2) years plus current year by Third Party Administrator, send to Records Center for seventeen (17) years, then destroy.

B. Electronic Files maintained in Claims System

Retain thirty (30) years; then destroy.

TOP

22. General Insurance Files

This group of records contains data, information and correspondence.

Authorized Retention:

Retain for period of reference not to exceed seven (7) years, then destroy.

(Approved change 03/10/09 from retain five years to seven years)

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23. Incident Reports Workers' Compensation, Auto Liability, General Liability

These records are the "original" reports filed for incidents only where no workers' comp, auto liability or general liability claim was opened.

Authorized Retention:

Retain for twenty (20) years; then destroy.

TOP

24. Athletic Accident Claims

These records are the "official" athletic accident claim files. These files include but are not limited to medical reports, medical bills, investigative materials, invoices, and recorded statements.

Authorized Retention:

Retain for twelve (12) years after claim is initiated.

Note: Retain three (3) years, two (2) years plus current year by Third Party Administrator, send to Records Center for nine (9) years, then destroy.

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Acronyms:

FH - File Handler, Risk & Insurance Management's claim information system

FOS - Fiscal Operations Report

MMP - Medical Malpractice

POET - Post Offer pre-employment testing program

TPA - Third Party Administrator

RIM - Risk & Insurance Management

WC - Workers' Compensation

MHEC - Midwest Higher Education Consortium

NCCI - National Council on Compensation Insurance

MOD - Modification

Reviewed 2012-11-20.