Utah Department of Administrative Services

Division of Archives & Records Service

Labor Commission. Industrial Accident Division

82215--Industrial accident correspondence
82335--First reports of injury
82868--Claims against uninsured employers
82010--Medical reports
23779--Payment agreements
23350--Uninsured employers fund payroll case files
14588--Injury look-up program files
14589--Employer injury statistical report
28141--Proof of coverage reporting penalty case files
7159--Workers' compensation case files
6814--Internal administrative correspondence
6821--Personnel files
6824--Records transfer sheets files

AGENCY: Labor Commission. Industrial Accident Division

SERIES: 82215
TITLE: Industrial accident correspondence
DATES: 1950-
ARRANGEMENT: Alphabetical by name, thereunder chronological
ANNUAL ACCUMULATION: 50.00 cubic feet.

DESCRIPTION: This is correspondence coming into the office relating to an individual currently on file and receiving payments for an industrial accident. It includes insurance statements such as information on benefits paid and scheduled (form 141) and statements of suspension of benefits (form 142), or medical information, such as doctor to doctor correspondence, doctor to insurance company correspondence, or progress reports on an individual. This also includes correspondence from attorneys representing either the injured employee, the insurance carrier, or the employer and correspondence from the injured employee's employer. As this information is received the case is referenced.__If it pertains to an open contested case file, it is kept in paper copy and filed with the case (series 82227). Otherwise it is microfilmed and indexed to the individual to whom it pertains.

RETENTION

Retain 75 years.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until receipt or after contested case is closed and then microfilm and destroy paper.

Microfilm master: Retain in Office for 75 years after date of injury and then destroy.

APPRAISAL

Administrative

These documents are microfilmed immediately upon receipt due to the massive daily accumulation. By blip microfilm technology, they are indexed under the applicant's name and can be retrieved easily with the remainder of the applicant's file. All the information pertaining to a particular individual's accident should be destroyed at the same time.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Controlled. UCA 63G-2-304 (2008)Psychiatric and Psychological data


AGENCY: Labor Commission. Industrial Accident Division

SERIES: 82335
TITLE: First reports of injury
DATES: 1979-
ARRANGEMENT: Alphabetical by employee's name
ANNUAL ACCUMULATION: 20.00 cubic feet.

DESCRIPTION: These are reports completed by the employer upon an employee sustaining an on-the-job injury. The reports are sent to the Industrial Accidents Division, where they are used for statistical analyses and regulatory functions relating to on-the-job injuries in the State of Utah. These reports include description of injury or illness, date and time of injury or diagnosis of illness, place of injury, detail on how the accident occurred, name and address of attending physician, name and address of hospital, signature and title of person filling out the report, and the date the report was completed.

RETENTION

Retain 75 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in Archives for 75 years after date of injury and then destroy.

Microfilm duplicate: Retain in Office for 75 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on administrative needs expressed by the agency to meet the requirements of UCA 34A-2-407 (1998).

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (2008)


AGENCY: Labor Commission. Industrial Accident Division

SERIES: 82868
TITLE: Claims against uninsured employers
DATES: 1984-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: These files document the Uninsured Employers' Fund's involvement in cases where an employee has sustained an industrial accident and the employer holds no workers' compensation insurance. The file remains open until it is determined to which capacity the Fund is involved. A case can be closed in the following incidents: applicant fails to prosecute case, the applicant is found to be an independent contractor, the case is settled by parties with no Uninsured Employers' Fund involvement, the case is settled with no litigation, the claim is denied when applicant fails to sustain burden of proof, it is determined that the employer has insurance, the employer becomes insolvent and the Fund is ordered to pay, the employer is ordered to pay, or statutory employer is ordered to pay.

RETENTION

Retain 10 years after case is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until case is closed and then transfer to State Records Center. Retain in State Records Center for 10 years and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public. all final decisions

SECONDARY DESIGNATION

Private. all other information

Controlled. judges' notes (if case goes to hearing), psychiatric information


AGENCY: Labor Commission. Industrial Accident Division

SERIES: 82010
TITLE: Medical reports
DATES: 1950-
ARRANGEMENT: Alphabetical by name, thereunder chronological
ANNUAL ACCUMULATION: 30.00 cubic feet.

DESCRIPTION: These are medical reports written by doctors examining an individual who has sustained an industrial accident or illness. They are used to determine accurately the extent of the injury; whether it involved total or partial loss of function, the degree to which function was lost, and whether the injury was permanent or temporary. They are also used in determining adequacy of the amount being paid to the individual by the employer or the employer's insurance carrier if it is contested. As they are received at the Industrial Accident Division, they are matched up with the appropriate file. If they concern an open contested case file, (see series 82227), they are filed in paper form into the appropriate applicant file.__If they regard an uncontested case or a closed contested case (contained on microfilm), they are microfilmed immediately upon receipt and indexed to the appropriate applicant information. These include form 123, the medical reports written by the doctor who first examined the individual after the accident or illness.

RETENTION

Retain 75 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in State Records Center until receipt or after contested file is closed and then microfilm.

Microfilm master: Retain in Office for 75 years after date of injury and then destroy.

APPRAISAL

Administrative

Unless they refer to a contested case, these documents are microfilmed immediately upon receipt due to the massive daily accumulation. By blip microfilm technology, they are indexed under the applicant's name and can be retrieved easily with the remainder of the applicant's file. All information regarding an individual's industrial accident should be destroyed at the same time. These files should be retained for the life of the individual in order to assure documentation in the event a problem arises.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Controlled. UCA 63G-2-304 (2008)Psychiatric and Psychological Data


AGENCY: Labor Commission. Industrial Accident Division

SERIES: 23779
TITLE: Payment agreements
DATES: 2000-
ARRANGEMENT: Chronological by date.
ANNUAL ACCUMULATION: 9.00 cubic feet.

DESCRIPTION: These documents are payment agreements for an injured worker who has an impairment rating issued by a doctor. Information includes worker's name, social security number, worker's compensation carrier, and the weekly average wage. Documents also contain sensitive medical information.

RETENTION

Retain 75 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 months after being microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 75 years and then destroy.

Microfilm duplicate: Retain in Office for 75 years and then destroy.

APPRAISAL

Fiscal Legal

PRIMARY DESIGNATION

Private


AGENCY: Labor Commission. Industrial Accident Division

SERIES: 23350
TITLE: Uninsured employers fund payroll case files
DATES: 2000-
ARRANGEMENT: alphabetical by name
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: This series consists of payments ordered by a judge from the Uninsured Employers Fund. These documents may also include medical, psychiatric, or injury information as well as some legal documents.

RETENTION

Retain 51 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 50 years and then destroy.

APPRAISAL

Fiscal Legal

This series needs to be kept for the life span of the employee because they can bring suit at any time.

PRIMARY DESIGNATION

Controlled


AGENCY: Labor Commission. Industrial Accident Division

SERIES: 14588
TITLE: Injury look-up program files
DATES: 1950-
ARRANGEMENT: none

DESCRIPTION: This series consists of an electronic listing of the job injuries reported to the Labor Commission. Information includes the social security number, date of injury, claim number, name of injured party, name of employer, name of insurance carrier, unemployment insurance number, occupation, nature and type of injury and the amounts paid on claim. The listing is used as a reference tool by the Commission.

RETENTION

Retain 15 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 15 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on the potential research value of this record series.

PRIMARY DESIGNATION

Private


AGENCY: Labor Commission. Industrial Accident Division

SERIES: 14589
TITLE: Employer injury statistical report
DATES: 1989-
ARRANGEMENT: Numerical by report number
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This report is generated by the Labor Commission to evaluate industrial accidents and injuries in the State of Utah. The report is used to monitor the employer's compliance with Utah's Workers' Compensation reporting requirements. Information includes employer name, industrial classification, insurance carrier information, the number of injuries reported by the employer during the reporting period and the employer injury summary for the year. The report also includes the name, social security number, occupation of each injured employee along with the part of body injured and the nature and type of injuries reported for the previous four years.

RETENTION

Retain Until updated.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until updated and then destroy.

APPRAISAL

Administrative

This retention and disposition is based on the administrative needs of the agency. The reports are constantly updated and become obsolete with each update.

PRIMARY DESIGNATION

Private


AGENCY: Labor Commission. Industrial Accident Division

SERIES: 28141
TITLE: Proof of coverage reporting penalty case files
DATES: 2001-
ARRANGEMENT: chronological by closure date
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: These files document the penalty assessment to insurance carriers for proof of coverage reporting noncompliance. These records document the late filing of reports by insurance carriers and the payment of the fine assessed. The files contain: penalty assessment, correspondence, and payment information on the penalty.

RETENTION

Retain 30 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 months and then transfer to State Records Center. Retain in State Records Center for 30 years and then destroy.

APPRAISAL

Administrative

These files need to be maintained long term in case of a recurring problem.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305


AGENCY: Labor Commission. Industrial Accident Division

SERIES: 7159
TITLE: Workers' compensation case files
DATES: 1950-
ARRANGEMENT: Numerical by case number.
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These files document an employee's injuries, eligibility for workmen's compensation benefits, and any further legal or medical actions. Information includes employers' first reports of injuries, physicians' medical and surgical reports, medical correspondence and bills, insurance documents, and legal forms needing responses. Files may also include silicosis reports, X-rays, psychiatric reports, correspondence from relatives, divorce decrees, adoption papers, savings account information, assets of applicants and family members, bankruptcy reports, and commission orders.

RETENTION

Retain 100 years.

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in State Records Center for 100 years and then transfer to State Archives.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in State Archives permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 35.

These records have a secondary historical value. Information in them will be of interest to family historians.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 1(b)(f) (2008)

SECONDARY DESIGNATION

Public. Commission Orders

Controlled. UCA 63G-2-304(1) (2008)Psychiatric and Psychological Data


AGENCY: Labor Commission. Industrial Accident Division

SERIES: 6814
TITLE: Internal administrative correspondence
DATES: i 1982-
ARRANGEMENT: Chronological

DESCRIPTION: Documents office organization, staffing, procedures, and internal communications.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 47.

This disposition is based on

PRIMARY DESIGNATION

Public


AGENCY: Labor Commission. Industrial Accident Division

SERIES: 6821
TITLE: Personnel files
DATES: i 1948-
ARRANGEMENT: Alphabetical by surname

DESCRIPTION: Complete work history of individual while employed by the State. Refer to UCA 67-18-1, et seq. The official personnel file is maintained by the Labor Commission Administration Division.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office until administrative need ends and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 2.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. Eighteen personal data elements identified by the State Records Committee


AGENCY: Labor Commission. Industrial Accident Division

SERIES: 6824
TITLE: Records transfer sheets files
DATES: i 1977-
ARRANGEMENT: Alphabetical by series

DESCRIPTION: Descriptive inventories, records disposal authorizations, schedules, and reports. Included are inventories of records sent to the Utah State Archives and recorded on Records Transfer Sheets. These are copies of the original.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after final disposition of the records is reached and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 26.

This disposition is based on