Navigation Menu
- File Handler (FH) Documentation
- Medical Malpractice (MMP) National Practitioners Data Bank Reports
- Medical Malpractice (MMP) State Reports
- Insurance Policy Files
- Actuarial Reports
- Certificates of Insurance-Issued
- Contracts/Bids/Request for Proposals (RFPs)
- Damage Reports (Incidents Only)
- Dental Medical Malpractice Incidents
- Fiscal Operations (FOS) Reports
- Medical Malpractice Claims History Letters
- Theft Reports (Incidents Only)
- Vehicle Inventory
- Auto Claims
- Benchmarking Reports
- Educators Legal Liability and Police Liability Claims
- Medical Malpractice (MMP) Claims
- Medical Malpractice (MMP) Bank Statements and Reconciliation
- Property Claims
- Work Comp Taxes, Annual Reports, Experience Modification (MOD), Misc
- Workers' Compensation Claims
- General Insurance Files
- Incident Reports Workers' Compensation, Auto Liability, General Liability
- Athletic Accident Claims
- Administrative Proceedings 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.
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.
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.
Authorized Retention:
All Commercial Insurance Policies are to be retained in office 5 years.
The following policy types to be retained indefinitely:
Athletic Accident, Auto General Liability, Data Protection, ELL, Errors and Omissions, Excess Liability, Experiential Student Liability, Fidelity Crime, Foreign, Liability, Helipad Liability, Lawyers Professional Liability, Medical Malpractice, Nuclear Engineering Liability, Property, Workers Compensation and WC Excess, Managed Care E&O and Helipad.
The following policies to be retained for 10 years and then destroyed:
Air Ambulance, Camps and Clinics, Child Day Care, Crop Insurance, Disability Policies, Event Cancellation, Fire trainer, Inland Marine, Livestock Risk, MPST Insurance, Special Risk, Sports Club, Study Abroad, Travel Accident, UHC Global Med Ex, Venue Insurance and Hole in One.
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.
6. Certificates of Insurance-Issued
Records in this series include all lines of business.
Authorized Retention:
Retain five (5) years, then destroy.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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 three (3) years; then destroy.
These records are the "official" property claim files.
- Paper Files – These files include but are not limited to proof of loss, reports, invoices, pictures, recorded statements, etc.
- 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:
- Paper Files
Retain for five (5) years after claim is closed; then destroy.
Note: Retain three (3) years, two (2) years plus current year in RIM or TPA office, send to Records Center for two (2) years. - Electronic Files maintained in Claims System
Retain twenty (20) years; then destroy.
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.
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.
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)
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.
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.
25. Administrative Proceedings 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 statemens, 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.
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 2019-08-05