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OhioBWC - Basics: (Policy library) - File

 

Policy Name:

Employer Records

Policy #:

EP-05-02

Code/Rule Reference:

N/A

Effective Date:

February 26, 2014

Origin:

Employer Policy

Supersedes:

All policies and procedures regarding Employer Records that predate the effective date of this policy.

History:

New Policy

Review Date:

February 26, 2019

 

 

I.      Policy Purpose

 

The purpose of this policy is to ensure that all BWC staff enters appropriate, accurate and complete information into employer repositories.

 

II.    Applicability

 

This policy applies to all BWC staff.

 

III.   Definitions

 

A.    Altering Documents: Making a mark or markings that change the meaning, intent or facts presented in a document. Altering does not include BWC procedures for the processing of a document: e.g., date stamping, inserting an application number, initialing that a document was processed or redacting information in accordance with BWC policies and procedures.

B.    Employer Records: Individual employer information maintained on BWC’s electronic systems or any remaining paper records.

C.   Evidence: Any document or employer note used to support or disprove allegations or facts for customer transactions.

IV.  Policy

A.    It is the policy of BWC to ensure employer records contain complete and accurate documentation of all employer activity. Employer records shall not include BWC attorney/client privileged information, fraud investigation information, or other confidential information unless specifically authorized.

B.    BWC staff shall not tamper with evidence, i.e. shall not alter, destroy, conceal, or remove any evidence that is relevant to a review or investigation of employer issues or transactions.

C.   All documents, applications, correspondence or other communication submitted to BWC by an employer and used in the review or investigation of an employer issue shall be saved to the employer record without alteration of the original submission.

D.   BWC staff that generates documents, correspondence, or other communication that is used in the review, processing or investigation of an employer issue shall follow all established procedures for the processing and saving of such materials.


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