1. DWC

Electronic data exchange system (EDEX)

The Division of Workers' Compensation (DWC) electronic data exchange system (EDEX) allows approved subscribers and their clients to request and receive, via electronic transmissions, summary data of Workers' Compensation Appeals Board (WCAB) cases. To receive DWC approval, a subscriber must obtain appropriate software as well as an electronic mailbox to send and receive EDEX files. Approved clients must be end users of the information sought. An intended client who is neither a lien claimant nor a party to the case must explain its purposes in seeking such information and sign an acknowledgment of legal constraints. DWC currently charges 20 cents per EDEX transmission.

Databases

The DWC maintains a central database of all WCAB cases in the Electronic Adjudication Management System (EAMS). EAMS contains current and closed workers' compensation cases and all new workers' compensation case openings. All new case activity, including trial scheduling is maintained in EAMS. EDEX allows subscribers to electronically obtain information on cases contained in EAMS. The DWC processes all EDEX activity daily. Each subscriber to EDEX must be assigned to a unique user ID or electronic mailbox on the IBM network.

When an EDEX subscriber seeks information, the inquiry is transmitted from its PC via modem to the DWC's mailbox on the IBM network. Each evening the DWC downloads all EDEX transactions from its mailbox and processes against the data requested. Upon completion of the processing, the requested data is then transmitted to the requesting subscriber mailbox on the IBM network. The case information is then downloaded to the subscribers PC from its mailbox on the IBM network. In addition to the inquiry responses, all notifications of significant case activity and hearing notices are processed at the same time in the same manner.

EDEX invoices

Each EDEX transaction sent by a subscriber to DWC will be charged a transaction fee. This fee is a flat rate of 20 cents per transaction. The fee will be assessed on each incoming transaction, whether correct or incorrect. Invoices are issued quarterly.

Interested EDEX subscribers

If you become an EDEX subscriber, an EDEX account provides for the registration of an electronic mailbox to send and receive EDEX files and establishes a billing address where invoices will be directed. The holder of the EDEX account is the "Subscriber". The actual transmissions are done on behalf of a "Client" who may be an outside client or the subscriber itself, if the subscriber has no clients. Each client is assigned a unique client identification number which must be used in every electronic transmission on behalf of that client.

EDEX subscriber application

This application is to be used to request electronic access to public records of the WCAB, which are available through the EDEX. The "EDEX Subscriber Application Request" identifies information regarding the subscriber and the conditions of electronic access. A subscriber signing the document agrees that it will not seek or use information in violation of the state or federal law. Please read pages one-three of the EDEX subscriber application for more details. Find additional requirements on the EDEX checklist.

EDEX client list

Each electronic transaction making an inquiry must identify a client identification number. DWC assigns a unique client identification number to each person or entity wishing to utilize EDEX services. If a subscriber does not have clients, but will be making inquiries on its own behalf, it must have its own client ID number in order to use EDEX services. The EDEX client list shall be completed by the subscriber and submitted with the subscriber application. If subscriber wishes to add additional clients in the future, it should submit an additional EDEX client list and a signed copy of "EDEX Client Acknowledgement of Legal Constraints" for each additional non-party/non-lien claimant client. Find additional requirements on the EDEX checklist.

EDEX client acknowledgement of legal constraints

An "EDEX Client Acknowledgement," form must be signed by each person or entity who will be provided information about a WCAB case that will be obtained by the subscriber. This applies to an EDEX inquiry, where the person or entity is other than a party or lien claimant in the particular WCAB case subject to the inquiry. A client signing the EDEX client acknowledgement agrees that it will not seek or use information in violation of state or federal law.

DWC authorized application software

EDEX subscribers must utilize DWC authorized application software to access the EDEX system. EDEX application software provides both a database application and the necessary communication software for accessing the IBM Global Network. An EDEX subscriber has the choice to either purchase EDEX software from one of the DWC approved software vendors or information brokers or to develop their own custom software in accordance with specifications set forth by DWC.

EDEX software vendor & information brokers list

The division does not provide direct access to EDEX or EDEX information via the Internet. The division only provides direct access to authorized EDEX subscribers using division approved software via the IBM value added network. Direct access to EDEX is the most secure and accurate method of accessing EDEX information.

In order to become an authorized EDEX subscriber you must have the following components:

1. Application software capable of sending and receiving EDEX record formats. The list below contains software vendors who have demonstrated the minimal functionality necessary to interact with the division's EDEX system.
   
   You may either choose to develop your own customized EDEX software, or use the services of one the software vendors or information brokers from the list below. Should you wish to develop your own applications software for either personal use or for distribution. Review the EDEX specification package and EDEX checklist.
2. An electronic mailbox on the IBM value added network.
3. An EDEX account number. This will be assigned once you have completed and the DWC has processed your EDEX contract package.

While various information brokers offer information obtained from EDEX, they do not offer direct access to EDEX and the division cannot and does not warrant the accuracy of any information obtained from an information broker. Information brokers obtain data from EDEX and store it in their own systems for distribution to their clients. The division has no control over, or liability for, the accuracy or timeliness of any data provided by an information broker, or the security of communication between an information broker and its clients.

The division cannot and does not guarantee the security of any EDEX data maintained outside its control. Each individual or entity that obtains EDEX data, including EDEX subscribers, clients and end users, has responsibilities imposed by law to maintain the security of the data and prevent its disclosure to unauthorized third parties.

The DWC does not have regulatory jurisdiction over the information security practices of any EDEX software vendor or information broker.

If you have questions concerning the security of personal information transmitted through EDEX, please contact your EDEX software vendor or information broker.

Civil Code section 1798.81.5 (b) provides that "A business that owns or licenses personal information about a California resident shall implement and maintain reasonable security procedures and practices appropriate to the nature of the information, to protect the personal information from unauthorized access, destruction, use, modification, or disclosure." A violation of Civil Code section 1798.81.5 (b) may lead to civil liability for damages and/or imposition of a civil penalty. These provisions apply to any business that maintains, transfers or stores personal information subject to section 1798.81/5 (b).

In addition, Labor Code section 138.7(d) provides that: "It shall be unlawful for any person who has received individually identifiable information from the division pursuant to this section to provide that information to any person who is not entitled to it under this section."

The division does not endorse or guarantee the product(s) developed by the software vendors listed below. Each vendor's software has been tested only for minimum functionality and compatibility with EDEX. Each software product is different and we recommend that you contact each vendor and select a product that best suits your individual needs.

The division does not endorse or guarantee the accuracy of any data obtained from the information brokers listed below. Each information broker is solely responsible for the accuracy of the data it provides and any representations it makes about its services.

DWC software vendors:

Information brokers:

• EDEX-4 specifications package
• EDEX checklist
• EDEX subscriber application
• EDEX client acknowledgment of legal constraints on access to information and use of information
• EDEX client list

March 2018