Standardized document tagging policy

Claims staff must ensure document properties are aligned with approved standards when uploading any document to a claim.

Refer to the Document Tagging Standards Excel spreadsheet for the full list of Document Names available for selection when uploading a document.

To request a Document Name be added, edited or retired, complete the Request for changes to Document Tagging Standards (CL796) form.

Frequently used Document Names by area.

Administrative Services

Document	Document Name
Comprehensive Medical Assessment (CMA) package (outgoing)	Comprehensive Medical Assessment (CMA) Package
Email (occupational therapist (OT), interpreter, tow company, etc.)	General Correspondence - [Document subtype] Example: General Correspondence - Injury
Income Tax Returns	Income Tax Returns (ITR) or Notice of Assessment (NOA)
Lien search results	Lien Search Results - [Result type] Example: Lien Search Results - No Lien
Notice of Civil Claim (NOCC)	Notice of Civil Claim (NOCC) (Court Document)
Vehicle Ownership Transfer Agreement (CL96)	CL96 - Vehicle Ownership Transfer Agreement
Police Report Correspondence (incoming from detachments)	Police Detachment Correspondence
Remote Photo Request (from tow company directly)	Remote Photo Request
Standard Document Package (SDP)	Standard Document Package (SDP)
Total loss receipts	Customer Receipts - Vehicle Damage

Customer Services

Document	Document Name
Email to and from registered owner (RO) witness, principal driver, driver	General Correspondence - [Document subtype] Example: General Correspondence - Investigation
General Request - Other	Other - Claim Request
Lease agreement	Vehicle Lease Agreement
Photo checklist	Photo Checklist for Towers
Police Reports (either uploaded already or directly from detachment)	Police Report
Property Damage Release (CL38)	CL38 - Property Damage Release
Signed Report of Vehicle (CL159)	CL159 - Report Of Vehicle
Statement (CL688)	CL688 - Statement
Statement from RO, witness, principal driver, driver	Statement - General
Vehicle damage photos / pre-theft vehicle photos	Image or Video - Material Damage (MD)

Estimating Services

Document	Document Name
Vehicle damage photos	Image or Video - Material Damage (MD)
Dash cam footage	Image or Video - Scene
Email to repair facility / RO	General Correspondence - [Document subtype] Example: General Correspondence - Vehicle Damage
For sale ads	Comparable Ads (ACV Dispute)
Invoices (reimbursements or repairs)	Invoice - Vehicle Damage
Manual actual cash value (ACV)s	Actual Cash Value (ACV) - Manual Calculation
Owner Retention (CL96C)	CL96C - Owner Retention Agreement
Vehicle Ownership Transfer Agreement (CL96)	CL96 - Vehicle Ownership Transfer Agreement
Property Damage Release (CL38)	CL38 - Property Damage Release
Salvage quotes	Quote - Salvage Value

Injury and Legal Services

Document	Document Name
Clinical invoice	Invoice - Clinical Records
Clinical records	Clinical Record - [Modality] Examples: Clinical Record - Physiotherapy Clinical Record - Counselling
Employment file	Employment and Wage Loss Information
Independent Medical Examination (IME) Report	Independent Medical Examination (IME) - Report
Income Tax Returns (ITRs)	Income Tax Returns (ITR) or Notice of Assessment (NOA)
Mediation invoice	Invoice - Mediation
Notice of Civil Claim (NOCC)	Notice of Civil Claim (NOCC) (Court Document)
Notice of Trial	Notice of Trial (Court Document)
Notice to Mediate	Notice to Mediate (Court Document)
List of Documents (LOD)	List of Documents (Court Document)

Support and Recovery Services

Document	Document Name
Authorization to Provide Medical Information (CL237A)	CL237A - Authorization to Provide Medical Information
Clinical records / reports	Clinical Record - [Modality] Example: Clinical Record - Physiotherapy
Customer receipts for reimbursement	Customer Receipts - [Doc subtype] Example: Customer Receipts - Injury
Death certificate	Identification (ID) - Investigation
Email correspondence OT employer, employee)	General Correspondence - [Document subtype] Example: General Correspondence - Injury
Homemaking and Attendant Care Reimbursement (CL770)	CL770 - Homemaking and Attendant Care Reimbursement
Injury Questionnaire (CL508)	CL508 - Injury Questionnaire
Medical reports	Medical Report - Initial, Progress, Discharge
Salary documentation (T4, pay stubs, record of employment)	Employment and Wage Loss Information
Treatment Travel expense form (CL753)	CL753 - Treatment Travel Expense Form

The Document Name field in ClaimCenter is a filterable drop down search.

To search for a Document Name, start typing and results will automatically display once three or more characters have been entered.
The list will display any results containing the string of characters you type. There is also a keyword glossary built into the background.
An option must be selected from the drop down menu to successfully update the Document Name. If the Document Name is left blank or if a typed Document Name does not exist on the list, an error message will display, and you will be unable to update until a name is selected.
Once a Document Name is selected, the other mandatory metadata fields, Document Type and Document Sub-Type, will auto-populate.
- When using Other - [Doc Type], it is best practice to add text in the Title field for more specificity when tagging and searching documents.
For best display, adjust the widths of table columns and rearrange the column order as needed.
Note: For further information, refer to Customize and organize your screens.