Oklahoma Workers' Compensation Court of Existing Claims
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RECORDS DEPARTMENT

405-522-8640
800-522-8210 (in-state toll free) Records Filing

The Records Department maintains claim files, receives and processes documents, processes the mail, responds to requests for claims records, helps process filing fees, and manages the copy billing process.

The Department is located in the basement of the Denver Davison Building, 1915 N. Stiles Avenue, Oklahoma City, Oklahoma.

 

 

 

RECORDS DEPARTMENT FREQUENTLY ASKED QUESTIONS (FAQS)


Where are workers’ compensation claims files stored?

Workers’ Compensation Court of Existing Claims claim files for calendar years 2002 through 2014 are maintained on-site in the Records Department. Older claim year Court files are stored off-site at the Department of Libraries, State Archives Division, 426 E. Hill Street, Oklahoma City, Oklahoma 73105, 405-522-3579 or 405-522-3191. Currently, the Archives Division has claims files for calendar years 1991 through 2001.

Hours of operation of the Court’s Records Department are from 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding state holidays. However files are pulled at the Records Counter until 4:30 p.m. each business day.

Hours of operation of the Archives Division are as follows:

Monday.......... 8:00 a.m. to 5:00 p.m. Closed from 12:00 p.m. to 1:00 p.m. 
Tuesday......... CLOSED
Wednesday... 8:00 a.m. to 11:00 a.m. No files pulled after 10:45 a.m.
Thursday........ CLOSED
Friday............. CLOSED

Click here for directions to the State Archives Division.

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How long are claims files kept by the Court?

Workers’ compensation claims files and their contents are kept for 25 years if a death claim, or for 20 years for all other claims, and then destroyed as provided by law. The records are destroyed annually based on the disposition schedule.

The Court’s Records Department maintains a Journal Record of all Court orders and settlements. If a workers’ compensation claims file has been destroyed as allowed by law, copies of the orders and settlements in the case may be obtained from the Records Department. The copy request may be made in person at either Court location or by mail. A completed Copy Request Form is required. When requested, the person making the copy request will be notified by telephone once the copies are ready.

The copy charge for each request for copies is $1.00 per page.

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Are workers’ compensation claims records open to the public?

Workers’ Compensation Court of Existing Claims records of claims for workers’ compensation are open to inspection and copying by the general public, subject to the written request and search fee requirements of 85 O.S., §372, and payment of applicable copy charges. Section 372 pertains to all requests made to the Court for information on prior workers’ compensation claims of a worker, including written inquiries about prior claims and requests to access a worker’s compensation claim file.

Unless an exemption outlined in the law applies, ALL requests for workers’ compensation claims information must be in writing on a form prescribed by the Court Administrator and accompanied by a fee of $1.00 per search request, not to exceed $1.00 per claim record of a particular worker. Pursuant to Section 372, the form requires identification of the person requesting the information and the person for whom the search is made if different from the requester, and the requester’s signature under penalty of perjury that the search is conducted for lawful purposes. Request forms, and records of a worker’s written authorization permitting a search indexed by the worker’s social security number, are maintained by the Court Administrator as a public record.

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Are any requests for workers’ compensation claims records exempt from the written request and search fee requirements of Title 85 O.S., §372?

The following requests for workers’ compensation claims records are exempt from both the written request and search fee requirements of 85 O.S., §372:

  1. Requests made by a public officer or public employee in the performance of his or her duties on behalf of a governmental entity or as allowed by law.
  2. Requests made by an insurer, self-insured employer, third-party claims administrator, or a legal representative thereof, when necessary to process or defend a workers’ compensation claim.
  3. Requests made by a worker or the worker’s representative for the worker’s claim information.
  4. Disclosures made for educational or research purposes and in such a manner that the disclosed information cannot be used to identify any worker who is the subject of a claim.
  5. Requests made by a health care or rehabilitation provider, or legal representative thereof, when necessary to process payment for services rendered to the worker.

Employer or personnel service company requests for workers’ compensation claims information where the worker executes a written authorization permitting the search and designating the employer or personnel service company as the worker’s representative for that purpose, are exempt from the search fee but not the written request requirements of Section 372.

When a request is made for access to workers’ compensation claims records, the Workers’ Compensation Court of Existing Claims may ask questions of the requester to determine whether the request falls into one of the exemptions from the written request and/or search fee requirements of Section 372.

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How do I view a workers’ compensation claims file?

Denver Davison Records CounterThe Workers’ Compensation Court of Existing Claims' hard copy claims files may be viewed upon written request using a request form prescribed by the Court Administrator. The request must identify the Court file number. If the Court file number is not known, it may be obtained by using the Court’s Public Access Terminals. Applicable search fees and copy charges apply.

 

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How do I search claims information using the Court’s public access terminals?

Remote access by computer to workers’ compensation claims information is not available. However, electronic access to workers’ compensation claims information using public terminals located at the Court’s locations in Oklahoma City and Tulsa has been in place since approximately 1981. Searches at the public terminals can be done using:

  1. The Court file number, or
  2. The worker’s last name and all or part of the first name, or
  3. A combination of the worker’s last name and first name, plus the injury date and/or employer’s name.

Public terminal searches by the worker’s social security number are not allowed.

A password must be obtained from Court staff to access workers’ compensation claims information using the public access computer terminals. Passwords are unique to the user and may not be shared. The password is assigned to the searcher upon signing a searcher log. The log serves the same purpose as the written request form for access to the Court’s hard copy claims files. Applicable search fees apply

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May I ask for claims information by mail?

Search requests of workers’ compensation claims information may be submitted to the Court by mail. These searches are commonly known as “Prior Claims Searches.” A completed Prior Claims Request Form is required. The form must be submitted to the Court’s Records Department, 1915 N. Stiles Avenue, Oklahoma City, OK 73105, together with appropriate documents and a pre-addressed stamped envelope. Applicable search fees and copy charges apply.

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May I search claims information by Social Security Number?

Searches for workers’ compensation claims information using a social security number may be requested in-person or by mail, but are done only by Court staff. A written request form completed by the searcher and an acceptable Social Security Authorization signed by the holder of the social security number authorizing the search are required. By law, the Court will not furnish information indexed by social security number unless specifically authorized to do so by the holder of the social security number.

The searcher may use the search results to request direct access to a hard copy claims file using the Court file number, or view information concerning the claim at the public terminals, subject to payment of the search fee and the written request requirements if applicable.

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How much do copies cost?

Copiers at both Court locations are available for use by the public. The copy charge is $1.00 per page, for either self-service or copies made by the Court on behalf of a request from the public. Use the Copy Request Form to request the Court to make copies of papers and documents in a workers’ compensation claims file or from the Court’s Journal Record books.

The copy charge for papers and documents copied from a workers’ compensation claims file kept at the Department of Libraries, State Archives Division, is $0.10 per page.

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What forms of payment are accepted by the Court?

  • Court fees may be paid for by cash or check.
  • Copies may be paid for by cash or check, unless the frequency of making copies warrants use of a public access copier Copy Charge Account. A copy charge account uses a “charge code” obtained from the Records Department. The account holder is billed monthly in arrears. Please note establishment of a copy charge account is at the Court’s discretion.

Make checks payable to:

Workers’ Compensation Court of Existing Claims
Attn: Fee Payments
1915 N. Stiles Avenue
Oklahoma City, OK 73105-4918

  • As needed for purposes of payment, the Court’s Federal Employer Identification Number (FEI#) is: 736017987.

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Are discovery documents filed with the Court?

Per Court Rule 30(B), unless ordered by the assigned trial judge, do NOT file any of the following discovery documents with the Court:

  • Depositions
  • Interrogatories or Answers thereto
  • Requests for Production and Responses thereto
  • Requests for Admission or Responses thereto

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How many copies must accompany an order submitted for filing with the Court?

All orders submitted for filing with the Court must be accompanied with sufficient copies for processing. Refer to the following to determine the number of required copies.

  • Original plus 5 copies for:
    • CSD 337
    • CS 339A
    • CS 339B
    • Medicare Set-Aside Order
    • Lifetime Apportionment of Funds
    • Agreed Miscellaneous Lump Sum
    • Order for Payment of Medical Expenses
    • Order Awarding Nature and Extent of Permanent Partial Disability
    • Order Determining Compensability and Awarding Death Benefits
    • Permanent Partial Disability Awards
    • Temporary Disability Awards
    • Multiple Injury Trust Fund Orders
    • Nunc Pro Tunc of an order that contains a monetary award
    • Any other order that contains a monetary award

  • Original plus 4 copies for:
    • Form 100 (Claimant’s Application and Order for Dismissal)
    • Form A-Order (Order for Change of Treating Physician)

  • Original plus 3 copies for:
    • Order for Vocational Rehabilitation
    • Order for Additional Medical Treatment
    • Order Denying Additional Medical Treatment
    • Order for Release of Medical Records
    • Oklahoma Employment Security Commission Release of Records to Counsel
    • Order Authorizing Access or Disclosure of Records from CompSource Oklahoma
    • Nunc Pro Tunc of an order that does NOT contain a monetary award
    • Form 93 (Application and Order to Withdraw as Attorney of Record)
    • Any other miscellaneous order that does NOT contain a monetary award

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