A Closer Look at Frequently Asked E-Subro Hub Questions: AF Evidence Retention Policies
We continue highlighting AF members’ frequently asked questions with a look at a member’s ability to view evidence at given points of time in the demand lifecycle. We hope our response will help you work demands in the most efficient manner possible!
“How do I access an attached piece of evidence in an E-Subro Hub demand when the ‘Status’ column says ‘Purged’ on the ‘Evidence’ tab?”
The short answer is that in observing the evidence retention policy supported by Arbitration Forums’ members, the piece of evidence cannot be viewed or recovered if its status is “purged.” The AF document retention policy limits evidence retention in E-Subro Hub to 70 days after a demand has closed.
Should a closed demand be reopened and then closed again, the 70-day clock resets to the latest closing date. However, if the demand was reopened after the initial 70-day closed date range, the original evidence will already have been removed and cannot be recovered.
It is important for all members to have a workflow in place to save a copy of any evidence they wish to save as part of their internal file. This is especially important on the response side of a demand, where the attached evidence likely comes from the demanding party, and the E-Subro Hub demand is the only way the Responder will get a copy. On the demand side, the attached evidence probably originates from an internal claim file and would be retained there if needed again, so saving it from the demand should not be necessary.
Another point to remember is that during the life of an E-Subro Hub demand, the Responder may add evidence at any time, so it’s good practice for the Demander to be aware of this evidence retention policy as well.
How to Save a Copy of the E-Subro Hub Demand
There are three primary methods to save a PDF copy of the E-Subro Hub demand to your internal claim file.
- The owning associate can save a copy of the demand by clicking the “Manage Demand” menu inside the E-Subro Hub file and then “Print Demand.” The system will allow the user to select one of several “Print Options” to generate a PDF. This process can be completed at any time during the life of the E-Subro Hub demand; however, it is not necessary if your company has Batch Print or systems integration in place (these alternatives are described below).
- The member company can have an active “Batch Print” workflow. The “Batch Print” functionality is a company-wide configuration set by your company management. The “Batch Print” workflow will create a PDF copy of the demand when a final threshold event occurs in the negotiation process (e.g., Close Demand, Accept, Deny, File Arbitration, and Acknowledge Demander Acceptance). An active “Batch Print” will allow a centralized group of configured users to access and save system-generated PDFs to an internal claim file. You can confirm a “Batch Print” has been generated by reviewing a demand’s activity log. A “Batch Print” configuration would still allow an individual user to save a demand if desired.
- Data Integration fully automates the process that will allow a copy of the E-Subro Hub demand to be saved internally without the need for any manual steps.
If you are not familiar with the method being used by your company, please reach out to management within your company to ensure the appropriate evidence is saved to your internal file.
Article published in: January 2018 E-Bulletin for E-Subro Hub