Utah Department of Administrative Services

Division of Archives & Records Service

Municipal Schedule 11 Risk Management Records

 

 

Disaster Planning Files (Item 11-1)

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

Retention

Permanent.

Suggested Primary Designation

Public.

Suggested Secondary Designation

Protected:UCA 63G-2-305(11) (2008)

(Approved 11/96)

 

Insurance Policy Files (Item 11-2)

These are insurance policy contracts between the municipality 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 12/97)

 

Insurance Reports (Item 11-3)

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

Retention

Retain for 12 years and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

Protected:UCA 63G-2-305(24) (2008)

(Approved 12/97)

 

Liability Risk Management Case Files (Item 11-4)

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

Retention

Retain for 20 years after case closed and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

Protected:UCA 63G-2-305(24) (2008)

(Approved 12/97)

 

Loss Control Inspection Reports (Item 11-5)

Each year a municipal 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 63G-2-305(24) (2008)

(Approved 12/97)

 

Medical and Dental Insurance Claim Files

These files contain medical and dental claims submitted by employees. They are used to track payment of the claims, and for cost analysis of insurance programs.

Retention

Retain for 4 years after paid and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

Private: UCA 63G-2-302(1)(a) (2008)

(Approved 11/11)