Description: Use for records relating to information generated or received by departments, agencies or other entities relating to occupational health, safety and prevention; the identification, treatment, rehabilitation and transition back to work of employees from occupational and non-occupational disabilities. These departmental records result from a department’s involvement into a specific issue or general information regarding an Integrated Disability Management area and include all working notes, research information, communications etc.
Filing Guidelines: Records are to be securely retained on site until final disposition. It is the responsibility of the Departments to ensure all copies, regardless or media, are securely disposed when applicable. Departments should retain a permanent copy of the record of disposal.
FUNCTION: Human Resources Management
GNL OPR: Public Service Commission (Legislative Safety Related Training, OHS Workplace Injury Incident Reports, OHS Investigation Case Files, Safety and Prevention)
Treasury Board Secretariat (Integrated Disability Management Case Files)
Departmental OPR: Department head or designate that is responsible for Integrated Disability Management within a public body.
Retention: See below
Disposition: Destroy
Media: Paper copies/network drives/e-mail
Authority: C-RIMS
| No. | Function Specific Secondary | ACT | DIS |
|---|---|---|---|
| 43 | Legislative Safety Related Training
Covered under function specific secondary 04-03-41 Human Resources Management – Organizational Development – Legislative Safety and Safety Compliance Training |
N/A | N/A |
| 44 | OHS Workplace Injury Incident Reports
Use for records relating to injury or near injury, incident or near miss to a Government Employee. ED equals closure of file (when all corrective/preventative actions identified as a result of management reviewing/actioning the hazard/incident/injury are completed). |
ED + 1 CY | D |
| 45 | OHS Committee
Use for records relating to OHS Committees. All reports are submitted to WorkplaceNL as per legislative requirements. Records include:
Note: Departments are the primary holders of these records. |
CY+3 | D |
| 46 | OHS Investigation Case Files
Use for records relating to reports to OHS for investigation and hazard conditions. Records include:
ED equals closure of file (the date the employee returns to full work duties. If employee is back on ease-back then claim is still considered open). |
ED + 1 CY | D |
| 47 | Safety and Prevention
Use for records relating specifically to employer safety and prevention measures. Records include:
|
S/O | D |
| 48 | Workers Compensation Case File
Use for records relating to an employee WorkPlaceNL incident/claims. Records include physician report 810, chiropractor report, physiotherapist report, etc. Note: closure of claim equals the date the employee returns to full work duties. If employee is back on ease-back then claim is still considered open. Event date equals date of closure of claim. |
ED + 1 CY | D |
| 49 | Non-Occupational Early Intervention – Sick Leave Tracking Records
Covered under function specific secondary # 51 – Integrated Disability Case Files. |
N/A | N/A |
| 50 | Return to Work
Covered under function specific secondary # 51 – Integrated Disability Case Files. |
N/A | N/A |
| 51 | Integrated Disability Case Files
Use for records relating specifically to the identification of employee absenteeism, return to work option and/or employees inability to return to work and resulting employer accommodations to employee arrangement. Records include:
Note: Follow up would be the last time that there was communication or work completed with the client. |
1 year after follow-up | D |
Click here for the C-RIMS Main Page
For more information please contact im@gov.nl.ca