R20-5-127. Maintenance of Carrier and Self-insured Employer Claims Files; Contents; Inspection and Copying; Exchange of Medical Reports; Authorization to Obtain Medical Records

A. A carrier and self-insured employer shall maintain a workers’ compensation claims file for each claimant. A carrier and self-insured employer shall include in a workers’ compensation claims file all employer’s reports, medical and hospital reports, awards, orders, notices of claims status, wage data, and all other items affecting the claim required by law to be maintained by a carrier or self-insured employer. B. Subject to subsection (C), all parties, authorized representatives of parties, and authorized representatives of the Commission may inspect and copy items contained in a carrier’s or self-insured employer’s claims file within five days from the date the item is filed in the claims file. In lieu of producing a claims file for inspection and copying, with the written permission of the claimant, a digital copy of the claims file may be provided within five days of a party’s request. C. If a carrier or self-insured employer maintains a claims file at an out-of-state claims office, the carrier or self-insured employer shall make the claims file available for copying and inspection to the persons listed in subsection (B) within 10 days after receiving a request for the file at a location in Arizona designated by the carrier or self-insured employer. In lieu of producing a claims file for inspection and copying at a location in Arizona, with the written permission of the claimant, a digital copy of the claims file may be provided within five days of a party’s request. D. A carrier or self-insured employer shall furnish copies of a claims file within 10 days after receiving a request from any party, authorized representative of a party, and authorized representative of the Commission at a charge not to exceed $.25 per page. A carrier or self-insured employer may require prepayment of the copying charges if the requester or authorized representative has an account with the carrier or self-insured employer that is more than 30 days overdue. Page 14 Supp. 26-2 June 30, 2026 Arizona Administrative Code 20 A.A.C. 5 TITLE 20. COMMERCE, FINANCIAL INSTITUTIONS, AND INSURANCE CHAPTER 5. INDUSTRIAL COMMISSION OF ARIZONA E. A carrier or self-insured employer is not required to maintain in a claims file, or produce for inspection and copying: 1. Documents or matters representing the work product of the carrier or self-insured employer; 2. Documents or matters representing the work product of a carrier’s or self-insured’s attorney; or 3. Investigation and rehabilitation reports. F. All medical records concerning a claimant’s mental or physical condition that are in a party’s possession shall be furnished, upon request, to another party in the same Commission proceeding.