Loss Control - Risk Management and Tort Defense

Loss Control

The division provides loss control services including, but not limited to, on-site inspections, property appraisals, contractual review, and training. Numerous policies and guidelines have been developed to assist state agencies and universities to prevent or reduce claims and losses. For assistance with a loss control question, please contact the Loss Control Staff, which are listed above on this page in the About Us section.

The Risk Management & Tort Defense Division staff consult with state agencies and universities to mitigate risk and to reduce exposure to potential claims, losses, and enterprise risks. If you have a question, please contact our staff at (406) 444-2421.

Agency and university losses stem from a variety of causes, but typically fall into five broad categories:

  1. Damage to Property - Physical damage to aircraft, boilers & machinery, buildings, vehicles, and other state property.
  2. Liability to Others- Legal liability to others arising from negligent acts or omissions.
  3. Loss of Income or Increased Costs - Loss of revenue from income producing operations.
  4. Worker's Compensation Claims - Employee accidents and injuries.
  5. Enterprise Risks - Enterprise Risk Management (ERM) is a new and emerging discipline in risk management that is gradually being assimilated and adopted in the culture of some public and private entities. An enterprise risk is an activity or event that prevents an organization from achieving its objectives. An organization may fail to reach its objectives through failure to manage its finances through economic boom or recession, failure to take advantage of strategic opportunities, damage to its reputation, and unexpected political events either at home or abroad, to name a few. For additional information about ERM, please see above on this page in the About Us section.

Through effective loss control programs, state agencies and universities can reduce the underlying risk factors that often precede claims or losses; thus saving tax dollars and other resources.

The division provides property loss management services including, but not limited to, on-site inspections, property appraisals, and plan review. Numerous policies and guidelines have been developed to assist state agencies and universities to prevent or reduce claims and losses. For assistance with a loss control question, please contact the Loss Control Staff, listed above in the About Us section.

Property Inspections

The Risk Management & Tort Defense Division (RMTD) provides inspection services for state and university buildings and properties to identify hazards or perils that may give rise to property losses. Inspections are conducted by RMTD loss prevention staff and insurance consultants.

Locations are selected quarterly for inspections with priority given to those buildings having high replacement cost values, recent claim histories, unique occupancies, and/or questionable loss management practices. However, any building may be selected at the request of an agency as resources allow.

After completing an inspection RMTD provides a detailed Property Loss Prevention report for each location which identifies hazards and perils and provides recommendations to mitigate potential losses. Recommendations are advisory. Written responses are required from the agency. Contact our loss prevention staff for additional information.

Property Appraisals

The Risk Management & Tort Defense Division (RMTD) and consultants conduct appraisals of select buildings to establish accurate estimates of values. Appraisals typically include an estimated value for the structure and the standard contents of a building. Agencies and universities are responsible to submit values for special contents, fine art, boilers and machinery, and other assets located at a building location in accordance with the instructions provided through the state Property/Casualty Insurance Information System (PCIIS).

RMTD periodically appraises buildings with estimated replacement cost values exceeding $1,000,000. Buildings with estimated replacement cost values exceeding $1,000,000 that an agency designates as "historic" through PCIIS are also appraised. Buildings valued at less than $1,000,000 may be added to the division's appraisal schedule as resources permit. Agencies are responsible for reviewing and updating values of all assets reported through PCIIS as necessary but no less than once each fiscal year.

Contact our loss prevention staff for additional information.

Property Valuation Matrix

The Risk Management & Tort Defense (RMTD) Division offers RMTD’s Property Valuation Matrix as a service to state agencies and university campuses. The Property Valuation Matrix is a desktop appraising tool for the production of replacement cost estimates of state insured buildings and their standard content. State agencies and university campuses may request RMTD perform an appraisal with the Property Valuation Matrix by submitting a request. Access the Property Valuation Matrix request form. Instructions to complete the request for are available.

Infrared & Ultrasonic Surveys

Infrared thermographies through infrared (IR) surveying, coupled with ultrasonic surveys, are an integral part of any preventive maintenance and property loss control program. Utilizing infrared and ultrasonic scanning on a regular basis for electrical and mechanical systems can improve the reliability of these systems and avoid losses.

The Risk Management & Tort Defense (RMTD) Division provides the service of IR and ultrasonic surveys to state and university owned and insured properties as a means of identifying electrical issues which, if otherwise undetected, could lead to loss. Loss could be through electrically caused fire, damage to equipment or property, unexpected interruption, and other events. Recommendations to mitigate identified concerns are provided.

Surveys are conducted by RMTD loss prevention staff and qualified consultants. Facilities are asked to provide a qualified individual to assist with accessing panels and equipment. Locations are selected with priority given to those having high replacement cost values, recent claim histories, unique occupancies, and/or questionable loss management practices. However, any building may be selected at the request of an agency as resources allow.

After completing a survey RMTD provides a detailed report for each location which identifies hazards and perils and provides recommendations to mitigate potential losses. Recommendations are advisory. Written responses are required from the agency.

RMTD and our consultants can also provide training and consultations to agencies that are developing infrared and/or ultrasonic surveying programs.

Contact our loss prevention staff to request a survey or for additional information and assistance.

Building Plan Review

The Risk Management & Tort Defense Division (RMTD) reviews building plans, blueprints, specifications, and other materials related to the construction or renovation of state and university buildings involving or affecting fire suppression systems.

Reviews are conducted by RMTD staff and contract consultants. These reviews are not intended to address code compliance. Rather, each review is to identify areas where safety engineering features/controls can be incorporated or modified to mitigate loss to the building. Advisory recommendations are provided for the consideration of the building owner and design team. Recommendations are based on best practices and experience with industry losses and claims in similar environments.

If your agency is interested in a building plan review, please provide RMTD loss prevention staff with plans, blueprints, specifications and related materials including fire suppression systems as early in the planning stage as possible. Please complete and include the Plan Review Submission form when providing material. Contact our loss prevention staff for additional information.

The Risk Management & Tort Defense Division (RMTD) offers loss mitigation expense funds to state agencies and universities for projects, equipment, or training that reduce the likelihood of insured auto, aviation, liability, and property claims.

Agencies and universities may apply for funds by completing the Loss Mitigation Expense Program Application. Contact our loss prevention staff, listed above in the About Us section, for additional information.

State agencies and universities are encouraged, where possible, to purchase safety equipment and supplies through term contracts. 

A list of local and national safety product vendors and their associated websites is provided below. Many products can be ordered online with two day delivery. 

  • Aearo Technology Protecting People earglobal.com
  • Cintas Corporation www.cintas.com
  • Haws Corporation www.hawsco.com
  • Industrial Scientific Corporation www.indsci.com
  • Philips Medical www.medical.philips.com
  • Rae Systems www.raesystems.com
  • Redwing Shoes www.redwingshoes.com
  • Safety World www.safetyworld.com
  • Workrite Uniform Company www.workrite.com
  • Champion America (signs, warning labels, safety paint, safety vests, speed bumps, crash barriers, etc.) www.seton.com
  • D&L Safety Awards (recognition awards, flashlights, knives, key rings, hardware, coolers, drinkware, tasteful gifts, etc.) www.dandlassociates.com
  • Baudville Products (recognition awards, plaques, medals, stationary, diplomas) www.baudville.com
  • Quartermaster Law Pro (law enforcement uniforms, equipment, footwear, pepperspray, gunholsters, batons, personal protective equipment) www.qmuniforms.com
  • Lab Safety Supply (eyewear, footwear, hard hats, face shields, hearing protection, clothing, gloves, fall protection, air monitors, respirators, ergonomics spill control, eyewash showers, bio safety, first aid, environmental sampling, labware, slipproof matting, janitorial equipment, grounds maintenance, storage containers, materials handling, labels, signs, training, etc.) www.labsafety.com
  • Conney Supply (eyewear, footwear, hard hats, face shields, hearing protection, clothing, gloves, fall protection, air monitors, respirators, ergonomics spill control, eyewash showers, biosafety, first aid, environmental sampling, labware, slipproof matting, janitorial equipment, grounds maintenance, storage containers, materials handling, labels, signs, training, etc.) www.conney.com
  • Industrial Safety (eyewear, footwear, hard hats, face shields, hearing protection, clothing, gloves, fall protection, air monitors, respirators, ergonomics spill control, eyewash showers, biosafety, first aid, environmental sampling, labware, slipproof matting, janitorial equipment, grounds maintenance, storage containers, materials handling, labels, signs, training, etc.) www.indlsafety.com
  • Barco Products Company (protective barriers, speedbumps, traffic safety posts, cable/hose protectors, trash receptacles, tables, benches, etc.) www.barcoproducts.com
  • Masune First Aid & Safety (wound dressings, skin care, oral medications, equipment, biohazard response, first aid kits, safety signs, signs, mirrors, personal protective equipment, traffic control, etc.) www.masune.com
  • Workrite (flame resistant, water resistant, gore-tex outerwear) www.workrite.com
  • Consolidated Plastics (slip resistant mats and strips) www.consolidatedplastics.com
  • Ergonomics and Occupational Health (ergonomics products) www.alimed.com
  • Krames (safety signs, posters, booklets, and pamphlets) www.staywell.com
  • Solutions (industrial safety, OSHA compliance, posters, training materials, videos, CDs, etc.) www.blr.com

The Risk Management & Tort Defense Division staff consult with state agencies and universities to mitigate risk and to reduce exposure to potential claims, losses, and enterprise risks. If you have a question, please contact our staff at (406) 444-2421.