CLAIMANT CONTACT

RULE 44(a). Purpose. The department will use claimant contact as the primary means of gathering facts and data pertaining to issues on claims unresolved by routine examination procedures. RULE 44(b). Means. The department will initiate contact by the means capable of providing the necessary facts and data in the least intrusive and most efficient manner. The department will attempt to review all claims of an owner to consolidate issues before claimant contact. Claimant contact may be through telephone interviews, written correspondence, or personal interviews, or on-site visits at claimant’s invitation. RULE 44(c). Documentation. Claimant contact activity will be documented in the claim file and may include such items as the name of the department employee, the name of person contacted, date, means of contact, telephone number, location, issues covered, and conclusions reached. (1) All written correspondence and interview reports will be added to the claim file. 99 (2) The department may send a letter of confirmation to the claimant for data gathered by telephone. RULE 44(d). Examining information. When the department gathers data and facts concerning a claim, the information will be examined according to the rule governing the purpose identified. Pertinent new information will be entered into the centralized record system. RULE 44(e). Summary report. In the summary report to the water court, the department shall provide pertinent information gathered through claimant contact.