Explanation of the document management system (DMS)

The document management system is the primary way the Department of Industrial Accidents stores all case-related documents.

The document management system (DMS)

The Department of Industrial Accidents (DIA) created a digital document management system (DMS) that allows the DIA and parties to a case to organize, maintain, track, manage, retrieve, and store each document filed in each case. This streamlines the claims administration, and dispute resolution processes, while reducing the retention of paper files.

Documents are available to conciliators, judges, and the parties to a case. The DMS is linked to the DIA's case management system (CMS).

The CMS is the primary platform for our cases and handles the scheduling and organization of all cases before the DIA. When each case is established, it is given a board number. All board numbers represent a specific case involving an injured worker, an employer, and an insurer.

All parties to cases filed with the DIA are required to prepare their documents according to terms set by the DIA. The only exception may be for pro se injured workers (those without an attorney) who do not have access to the internet.

The DMS allows the agency to provide redacted copies of documents to requesting parties without having to print them out, redact the sensitive information, and then mail them. Subpoenaed documents are sent electronically to the presiding court in minutes — provided the other court agrees to accept them in this manner.

Parties in a case can get documents any time from any computer with internet access and be assured security is in place to prevent unauthorized persons from getting private or sensitive information.

 

What you need

To participate in the document management system, you need:

  • A computer, tablet or smartphone
  • Internet access
  • Valid email address 
  • A DIA login

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