Utah Department of Administrative Services

Division of Archives & Records Service

County Schedule 10 Risk Management Records

 

DISASTER PLANNING FILES (Item 10-1)

These files are used to prepare county-wide plans for action to address emergency conditions (e.g., fire, flood, earthquake, and other disasters). They include studies and evaluations undertaken by the county and the completed disaster plan.

RETENTION

Permanent. May be transferred to the State Archives with the authority to weed.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63-3-304 (10) (2008)

(Approved 06/91)

INSURANCE POLICY FILES (Item 10-2)

These are insurance policy contracts between the county and private insurers.

RETENTION

Retain for 15 years after expiration of policy and settlement of all claims and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

INSURANCE REPORTS (Item 10-3)

These reports are used for the reference and generation of claim files.

RETENTION

Retain for 12 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

LIABILITY RISK MANAGEMENT CASE FILES (Item 10-4)

These case files document the reporting, investigation and settlement of liability claims filed against the county.

RETENTION

Retain for 20 years after case closed and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63-3-304 (23) (2008)

(Approved 06/91)

LOSS CONTROL INSPECTION REPORTS (Item 10-5)

Each year a county agency may undertake self-inspection to identify potential hazards within their buildings or on their grounds. If the agency completes this report, they can get a 15 percent discount on their premium after a follow-up survey has been conducted. This record might also be used as evidence in defense of a claim.

RETENTION

Retain for 12 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63-3-304 (23) (2008)

(Approved 06/91)

MEDICAL AND DENTAL INSURANCE CLAIM FILES (Item 10-6)

These files contain medical and dental claims for county employees. They are used to track claims and for cost analysis of insurance programs.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:UCA 63-3-302 (1)(a) (2008)

(Approved 06/91)