Records relating to compensation advice, not related to a specific case. Records include information regarding the results of court decisions impacting on the management of compensation generally, i.e. not relating to a specific case involving the organisation.

Note: In some cases records may contain information that impacts on the organisation's policies and procedures and influences its response to compensation issues and cases and may need to be retained for longer periods.

Retain until administrative or reference use ceases, then destroy

• incident/injury records
• notifications to insurer, employer's reports of injury and supporting documents
• records of acceptance or denial of provisional liability from insurer and arrangement for payments when accepted
• claims for compensation and other related documentation, e.g. statements of witnesses
• records of acceptance or denial of claim from insurer
• correspondence and advice regarding the case, e.g. from the insurer, employee, doctors, injury management advisor or WorkCover NSW, including minutes or notes of meetings
• reports, e.g. progress reports, assessments
• medical certificates and other medical reports
• claim reviews
• records of disputes, including medical disputes, and conciliation
• records of the outcomes of appeals, e.g. orders
• agreements between parties
• records relating to payment by the insurer
• records of acquisition of services of case managers
• injury management plans for injured employee
• rehabilitation providers' reports
• details of vocational retraining or workplace adjustment if required
• medical certificates and reports
• return to work plans
• records of disputes over injury management or return to work, and mediation
• records regarding fitness to continue assessment and medical retirement.

Note: A compensation claim can potentially be lodged at any time in the lifetime of the claimant.

Note: if date of birth is unknown assume the person was 15 years at the time of the accident.

Retain minimum of 75 years after date of birth or minimum of 7 years after action completed, whichever is longer, then destroy

Retain minimum of 25 years after date of death or minimum of 7 years after action completed, whichever is longer, then destroy

• incident/injury records
• notifications to insurer, employer's reports of injury and supporting documents
• records of acceptance or denial of provisional liability from insurer and arrangement for payments when accepted
• claims for compensation and other related documentation e.g. statements of witnesses
• records of acceptance or denial of claim from insurer
• correspondence and advice regarding the case, e.g. from the insurer, employee, doctors, injury management advisor or WorkCover NSW, including minutes or notes of meetings
• reports, e.g. progress reports, assessments
• medical certificates and other medical reports
• claim reviews
• records of disputes, including medical disputes, and conciliation
• records of the outcomes of appeals, e.g. orders
• agreements between parties
• records relating to payment by the insurer
• records of acquisition of services of case managers
• injury management plans for injured employee
• rehabilitation providers' reports
• details of vocational retraining or workplace adjustment if required
• medical certificates and reports
• return to work plans
• records of disputes over injury management or return to work, and mediation
• records regarding fitness to continue assessment and medical retirement.

Note: A compensation claim can potentially be lodged at any time in the lifetime of the claimant, but it is likely to occur within the retention period. Consideration may need to be given to retaining these records longer in some circumstances.

Retain minimum of 25 years after action completed, then destroy

• incident/injury records
• notifications to insurer, reports of injury and supporting documents
• records of acceptance or denial of provisional liability from insurer and arrangement for payments when accepted
• claims for compensation and other related documentation, e.g. statements of witnesses
• records of acceptance or denial of claim from insurer
• correspondence and advice regarding the case, including minutes or notes of meetings
• reports, e.g. progress reports, assessments
• medical certificates and other medical reports
• claim reviews
• records of disputes, including medical disputes, and conciliation
• records of the outcomes of appeals, e.g. orders
• agreements between parties
• records relating to payment by the insurer.

Note: These types of claims are dealt with under third party insurance through the insurer.

Retain minimum of 15 years after action completed or until upon expiry of statutory limitation periods, whichever is longer, then destroy

Retain minimum of 7 years after finalisation or withdrawal of claim, then destroy

Routine activity reports sent from insurers to the organisation regarding premiums and claims made under their insurance policy.

See OCCUPATIONAL HEALTH & SAFETY - Reviewing for records relating to the use of activity reports in analysis and performance review. See OCCUPATIONAL HEALTH & SAFETY - Risk management for records relating to risk management processes using activity reports.

Retain until administrative or reference use ceases, then destroy

Retain minimum of 7 years after action completed, then destroy

Retain minimum of 7 years after expiry of the policy, then destroy

Retain minimum of 1 year after action completed, then destroy

• records regarding the application process and advice of its outcome
• records of audits as part of the process of seeking accreditation.

Retain minimum of 7 years after licence expires, then destroy

Retain minimum of 5 years after policy is superseded, then destroy

• policy proposals
• background research
• draft versions of policies containing significant changes/alterations or formally circulated for comment
• reports analysing issues and the outcomes of consultation with employees, unions, other stakeholders etc.

Retain minimum of 5 years after action completed, then destroy

Final, approved versions of the organisation's manuals, handbooks and directives etc detailing approved procedures relating to the provision of compensation, rehabilitation and injury management, and associated correspondence indicating who the procedures apply to and responsibilities for their implementation. Includes procedures relating to return to work programs developed by the organisation.

Note: Evidence of procedures in place at a particular time may be of relevance for future claims or legal action involving the organisation. This may be the case for some rehabilitation and injury management matters. Organisations should consider known or potential risks, which may be identified in risk assessments, when deciding if records of procedures need to be retained for longer periods.

Retain minimum of 5 years after procedures are superseded, then destroy

• background research
• draft versions of procedures containing significant changes/alterations or formally circulated for comment
• reports analysing issues and the outcomes of consultation with employees, unions, other stakeholders etc.

Retain minimum of 5 years after action completed, then destroy

• documents establishing the review
• background research, e.g. analysis of compensation and rehabilitation data and accident investigation outcomes to establish trends
• draft versions of reports containing significant changes/alterations or formally circulated for comment
• final, approved versions of reports.

Retain minimum of 5 years after action completed, then destroy