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Employee turnover and retirements continue to challenge counties in preserving institutional knowledge. As seasoned employees transition out of the workforce, valuable know-how can be lost without structured documentation and cross-training. Recent national data shows that more than half of U.S. employees are considering a job change in 2025. Roughly one in three plan to leave their current position even without another opportunity in place, highlighting the importance of clear succession and knowledge transfer practices.
Institutional knowledge extends beyond job descriptions and procedures; it’s the deeper understanding of how departments collaborate to serve county residents effectively. The following strategies can help counties capture and share this critical information while strengthening employee engagement and organizational resilience.
Provide a history lesson on how the county was developed, including an introduction to the Colorado statutes that guide counties’ rolls and responsibilities. Cover your county’s policies, what being a public employee entails, and employee and citizen rights. Include introductions to all county departments with information on how they collaborate to better citizens’ lives in the community.
Set expectations for all employees’ documentation of the procedures and processes of their daily, weekly, monthly, and annual tasks. The documentation should include links to websites and programs used and contact lists for vendors and providers. In addition, be sure more than one person has access to the document if needed in an emergency.
Create ways for seasoned employees to work alongside newer employees or employees who are looking to broaden their knowledge. This facilitates a high-quality and productive workforce.
Cross training is not only helpful in sharing knowledge but also creates a healthy employee experience. It fosters communication and team development and aids in cultivating a culture where employees feel they can utilize their vacation time without worrying about the mountain of work waiting for them when they return.
Unfortunately, some employees may feel like they need to hoard knowledge. This is indicative of a winner vs. loser mindset, job insecurity, or a lack of trust. If you recognize this occurring, quickly seek to identify the reasoning behind the behavior and correct it as soon as possible.
Have soon-to-retire employees mentor, job share, or be shadowed by other team members well before the retiring employee’s last day. Ask them to document processes critical to their job, including details such as where files are kept and key relationships.
You are all part of the same county, working to serve the public. Though no one can possibly understand all areas, it is vital to the success of the organization that all employees feel confident and safe to ask questions to understand the “why” and communicate the big picture.
As the American workforce ages and more workers head into retirement, they take years of knowledge and experience with them. Take proactive steps to record and pass on that information and expertise before it is lost. For questions about preserving institutional knowledge, contact CTSI at (303) 861-0507.
CTSI is constantly working with our member counties to reduce the days from when the county is notified of a work-related injury until the claim is received. We aim to have all allegations reported within three days of the employer receiving notification of a claim.
Studies have consistently shown that early reporting of claims tends to lower the overall cost of the claim. The following findings highlight the importance of prompt reporting:
Given the significant impact of prompt reporting on cost reduction, filing your county's workers' compensation claim early is crucial. Remember, each claim should be filed when the incident is reported. Reporting a claim the day it is received is just as easy as filing it a week later. But even a week's delay can escalate the cost of the claim.
When a claim is filed, an adjuster evaluates the claim right away to determine the best course of action. They can work with the claimant to get appropriate medical treatment and implement an efficient return-to-work program that can bring employees back to a productive work status. Litigation is less likely for claims reported immediately. A National Council on Compensation Insurance study showed that the percentage of litigated claims doubled when reported more than 31 days after the injury.
Claim forms are available at www.ctsi.org, or you can contact the CTSI workers compensation claims staff for copies. Claims of a serious nature are to be reported by phone immediately. We do not need all of the information before reporting the loss; additional information can be submitted once reported.
Information to include:
New Claims should be sent to wcclaims@ctsi.org. After taking this initial step, CWCP members will be notified of what to do next. Please set up a claim file and keep all information together for future use and reference.
When an injury occurs on the job, a workers’ compensation claim should be filed when the injury is reported. Filing early allows CTSI to manage the claimant’s treatment more effectively and offers significant cost savings to the CWCP. For more information on filing claims, contact CTSI at (303) 861-0507.
It is important to file claims to the Colorado Counties Casualty & Property Pool (CAPP) within a few days of the incident. CAPP protects the assets of counties throughout Colorado.
A claim, a formal request of CAPP for payment after a covered incident, is a vital step for the coverage of county employees. If no claim is made, then no action can be taken. CAPP does not need all the information at the time of the original report; additional information can be received as it becomes available. Ideally, the appropriate claim form is completed within a few days of the incident, if not 24 hours.
It should be noted that late reporting shortens the amount of time it takes to investigate a claim before having to admit or deny liability. So, the sooner a claim is filed after an incident, the more likely it is to be found in favor of a client.
However, it must also be stressed that it is imperative to notify CAPP immediately of any claims that involve a fatality or serious injury. If an accident results in death, it is strongly recommended to file a claim within 24 hours of the incident. If claims are not filed timely, the possibility exists that the Excess Insurance Carrier may deny coverage.
Complete the appropriate claim form:
Necessary information needed on the ACORD form:
Information to include:
New Claims should be sent to cappclaims@ctsi.org. After taking this initial step, CAPP members will be notified of what to do next. Please set up a claim file and keep all information together for future use and reference.
Prompt reporting of a CAPP claim benefits all parties involved, allowing us more time to investigate a claim before admitting or denying liability. Ideally, claims should be filed within a few days of the incident, and any fatality claims should be reported within 24 hours. For more information, contact CAPP at (303) 861-0507.
Counties, like many employers, often rely on independent contractors for a variety of services. This can be appropriate when workers are properly classified under state and federal law, which reduces the risk of liabilities such as back wages, payroll taxes, or denied benefits claims. In 2025, the U.S. Department of Labor (DOL) and the IRS will continue to prioritize worker classification enforcement, as misclassification is estimated to contribute more than $8 billion in unpaid taxes annually. Additionally, Colorado has increased its own oversight in coordination with federal agencies. Counties are encouraged to remain attentive to these developments and review practices regularly to ensure compliance.
In recent years, rules regarding worker classification have shifted. A 2020 rule that narrowed the definition of “employee” was later withdrawn, reverting to a broader, more complex framework. As a result, the standards can be difficult to navigate.
It is important for counties to recognize:
Several tests may apply when determining whether a worker is an independent contractor or an employee:
Misclassification can expose counties to significant liabilities, including back taxes, penalties, and claims for unpaid overtime or minimum wage. It may also trigger obligations to provide benefits such as workers’ compensation, health coverage, or retirement programs. These financial impacts are often compounded by the administrative burden of responding to audits, resolving disputes, and managing legal processes, all of which draw resources away from core county services. Consistently applying classification standards helps limit these risks and supports compliance.
To reduce exposure and strengthen compliance, counties may benefit from establishing clear processes around worker classification. This includes reviewing contracts to ensure that roles and payment terms are clearly defined, maintaining documentation to support classification decisions, and providing training to ensure that HR staff and department heads are familiar with applicable standards. Counties may also find it helpful to consult legal or regulatory resources when classifications are uncertain or complex.
Monitoring changes in federal and state law is also important. Because classification rules continue to evolve, counties that stay informed and periodically review their practices are better positioned to adapt quickly and reduce risk. Taking these steps can help counties approach worker classification in a consistent, transparent, and legally defensible manner.
Worker classification remains one of the most complex areas of employment law, and counties are not exempt from these requirements. Federal and state regulators continue to closely monitor compliance, and misclassification can result in financial obligations that are challenging for any county's budget. Counties are encouraged to review applicable standards, apply them consistently, and remain up to date on changes in the law. Taking these steps supports compliance and helps ensure clarity and fairness in the classification of workers. For questions, please contact CTSI at (303) 861-0507.
When a CTSI member county acquires or constructs a new building, it must be reported promptly to CTSI to ensure it's included in the county’s Colorado Counties Casualty and Property Pool (CAPP) insurance. The CAPP Building Add Form is available at www.ctsi.org. Timely reporting prevents gaps in coverage and protects the county from financial exposure. There’s no additional charge to add buildings valued under $5 million mid-term, though there’s no credit for mid-term removals. Keeping the property list updated ensures adequate insurance coverage for all assets.
Builder’s risk insurance is a specific form of property insurance that provides coverage for structures while they are under construction. It covers physical damage to the building or structure and associated components such as foundations, fixtures, and equipment. Builder’s risk insurance can also cover construction materials and supplies used in the project.
Under CAPP, member counties are automatically provided $5 million in builder’s risk coverage for renovations or repairs at any insured location or for new construction with a total contract cost of under $5 million. This coverage protects the county during construction from various risks, including fire, theft, vandalism, and certain natural disasters.
For projects exceeding $5 million, CTSI’s broker can help secure additional coverage to ensure the project remains fully protected. Counties should contact CTSI early in the planning stages of larger projects to arrange for this supplemental insurance.
In many construction contracts, the contractor provides builder’s risk insurance. However, counties must review the agreement to confirm whether the contractor has secured adequate coverage. If the contractor does not offer builder’s risk insurance, the county must arrange this coverage before construction begins.
Even if the contractor provides the builder with risk insurance, counties must notify CTSI of the project. This allows CTSI to maintain accurate records and confirm that the necessary insurance is in place. The CAPP Builder’s Risk Form, which must be submitted for any new construction project, can be accessed online at www.ctsi.org.
When a new building is acquired, or a construction project begins, county officials should take the following steps to ensure adequate insurance coverage:
By reporting new buildings and securing builder’s risk insurance, counties can protect their valuable assets and minimize potential financial exposure. Ensuring that all county properties and construction projects are adequately insured is a crucial aspect of effective risk management. For more information about adding buildings to CAPP coverage or securing builder’s risk insurance for your county, contact CTSI at (303) 861-0507. The CTSI team can guide you through the process and ensure your county’s properties are fully covered
Counties rely on secure technology systems to deliver essential services, from 911 dispatch to property tax systems, court records, and public health. Cybercriminals know this, and increasingly target public-sector networks and cloud environments, hoping to exploit vulnerabilities and disrupt operations.
Understanding the risks associated with both on-premises networks and cloud-based systems is crucial for maintaining security, safeguarding sensitive data, and protecting public trust.
A county's network serves as the digital backbone, connecting departments, employees, and citizens. Because it supports everything from law enforcement to payroll, a compromised network can grind operations to a halt. Common threats include ransomware, insider misuse, and exploitation of unpatched software.
Attackers often gain entry through weak passwords, outdated systems, or phishing emails. Once inside, they can move laterally across the network, escalating privileges until they control critical systems.
Cloud services provide counties cost savings, flexibility, and scalability, but they also introduce new risks. Misconfigured settings, weak access controls, and reliance on third-party providers can expose sensitive citizen data if not carefully managed.
Cybercriminals exploit common missteps such as publicly exposed storage buckets, shared administrator accounts, or poorly monitored application programming interfaces (APIs). A single mistake in a cloud configuration can leave thousands of records vulnerable.
Counties depend on secure networks and cloud systems to protect public safety, financial stability, and community trust. A single breach can put citizen data at risk, disrupt emergency response, and lead to costly recovery efforts. To reduce these risks, CTSI encourages providing regular cybersecurity training so staff can spot phishing attempts and other threats, adopting clear policies for system access, password use, and personal devices, and holding vendors accountable by requiring strong security measures in their contracts. It’s also important to invest in continuity planning so essential services can continue during an outage, and to build a workplace culture where employees feel confident pausing, verifying, and reporting anything unusual. For more information, contact CTSI at (303) 861-0507.
If a county vehicle is involved in an accident and declared a total loss, understanding the process and available options under CAPP is essential. A vehicle is typically considered a total loss when the estimated repair cost exceeds 80% of its current market value.
If the county vehicle is declared a total loss, a CAPP adjuster will determine its actual cash value using industry-accepted research guides, mileage, condition, and comparable vehicle data. Once the value is established, CAPP will issue payment to the county, less the $1,500 deductible.
In some cases, CAPP may sell the vehicle for salvage to reduce the overall claim cost to the pool. If CAPP does not retain the vehicle, the county may choose to:
Prompt communication is key. Counties should notify their CAPP adjuster of their decision as soon as possible so the claim can move forward, and unnecessary delays or costs can be avoided.
If a total loss vehicle is stored in a yard, it is the county’s responsibility to arrange removal, since storage fees can accumulate quickly if the vehicle remains. When CAPP takes possession for salvage, CAPP will arrange and cover removal. Maintaining close communication with the claims adjuster helps clarify responsibilities, prevent unnecessary costs, and keep the process moving smoothly.
If a county chooses to repair a total loss vehicle, specific steps must be followed before it can be placed back into service. The vehicle must be restored to safe driving condition, inspected by the Department of Motor Vehicles, and issued a salvage title.
Vehicles with salvage titles are legal to operate in Colorado and may be insured. However, coverage is limited to liability only. Collision and comprehensive coverage are no longer available, as CAPP has already paid the market value of the vehicle.
If the repaired vehicle is later involved in another accident, liability coverage for third parties will still apply under the CAPP policy. However, any damage to the salvage-titled county vehicle itself will not be covered. This limitation is important to consider when weighing whether to keep, sell, or repair a total loss vehicle.
When a county vehicle is deemed a total loss, factors such as reimbursement amount, repair or storage costs, and the limits of liability-only coverage on salvage-titled vehicles should all be considered. Reviewing these points with a CAPP claims adjuster can help determine the most appropriate course of action for the county. For assistance, please contact CTSI at (303) 861-0507.
Criminal background screening depends on the quality and scope of the information collected. There is no single comprehensive database for criminal records; instead, background checks draw from multiple sources. The accuracy of a screening report is influenced by the sources consulted, the technology applied, and the compliance practices of the provider. For counties, understanding these factors is important for making sound employment decisions. This Technical Update is the third in a three-part series on criminal background screening.
Criminal history information can be accessed through a variety of sources, each with strengths and limitations:
Because no single source is fully reliable, the best practice is to use multiple sources and validate critical findings directly with court records.
Counties must adopt strategies that maximize accuracy and fairness in the screening process. This includes providing applicants with notice and obtaining authorization in compliance with the Fair Credit Reporting Act (FCRA), and ensuring that searches cover all relevant jurisdictions where an applicant has lived, worked, or studied. For positions of greater sensitivity, such as law enforcement or child services, counties may need to supplement database searches with fingerprint-based checks and professional license verifications.
Counties can strengthen their background screening programs by:
The rise of remote and mobile workforces means applicants may have records in multiple jurisdictions, making thorough checks more complex. Cybersecurity and data accuracy remain concerns. According to the Bureau of Justice Statistics, about 30% of state criminal history records lack final disposition information, leading to incomplete or misleading results. Counties should be cautious about relying solely on bulk databases that may not reflect the whole picture.
Technology has introduced new opportunities and risks. Artificial intelligence is being used to accelerate record matching and identify potential issues, but it must be closely monitored to prevent bias or errors. Counties should demand transparency from providers about how automated tools are used in the screening process.
Background screening remains a powerful tool for reducing risk and building public trust, provided it is thorough, fair, and compliant. Counties that understand the strengths and weaknesses of various record sources, stay current with technology, and apply clear, consistent policies are better positioned to hire safely while protecting the rights of applicants. For questions, please contact CTSI at (303) 861-0507.
Criminal background checks are indispensable tools for counties, but they are also legally sensitive processes. Employers must navigate a complex web of federal, state, and local requirements while maintaining fairness and accuracy. A well-structured compliance program protects both applicants’ rights and the employer's interests. This Technical Update is the second in a three-part series on criminal background screening.
The Fair Credit Reporting Act (FCRA) remains the central federal law regulating background checks conducted by third-party providers, or consumer reporting agencies (CRAs). Under the FCRA, counties must provide applicants with clear disclosure, obtain written authorization, and supply notices if adverse action is considered. The process includes providing applicants with a copy of their report and a summary of rights, then waiting a reasonable period for corrections before finalizing any decision.
The Equal Employment Opportunity Commission (EEOC) enforces anti-discrimination laws and regulations. Employers must show that any hiring decision based on criminal history is job-related and consistent with business necessity. This means evaluating the seriousness of the offense, how long ago it occurred, and its relevance to the duties of the job. Blanket exclusions are discouraged, and individualized assessments are recommended.
Over the past decade, state and local regulations have expanded significantly. In Colorado, “ban-the-box” laws prohibit employers from asking about criminal history on initial job applications, ensuring candidates are first considered based on their qualifications. Counties must stay current on these and other state requirements to ensure fair hiring practices and compliance.
Privacy laws also add complexity. Legislation such as the Colorado Privacy Act (CPA) and similar state-level statutes grant applicants new rights over how their data, including criminal history, is collected and stored. Counties must ensure that their screening providers have in place the necessary safeguards to comply with data privacy obligations.
Counties must follow key requirements when conducting criminal background checks:
Remote work has widened applicant pools, increasing the need for multi-jurisdictional searches. Digital platforms and AI are increasingly used to streamline screenings, but they require careful oversight to ensure fairness and compliance. Courts continue to uphold employer liability in negligent hiring claims, underscoring the need for consistent practices. A 2023 report found that 85% of employers identified inaccuracies in consumer reports during disputes, highlighting why consistent, compliant adverse action procedures are essential.
When conducting criminal background screenings, be sure to follow the most recent regulations and guidelines. If you have any questions, please contact CTSI at (303) 861-0507.
Criminal background screening is a standard component of the hiring process for counties. Employers must navigate evolving legal requirements, respond to community expectations, and manage the use of new technologies in screening. Negligent hiring claims continue to present risks, making it important for hiring practices to remain thorough, consistent, and compliant. This Technical Update is the first in a three-part series on criminal background screening.
Counties rely on background checks to create safe workplaces and reduce liability. By carefully reviewing applicant histories, employers can prevent harm to employees, residents, and property. A 2023 Professional Background Screening Association (PBSA) survey found that 94 percent of employers conduct background checks on at least some applicants, a clear indication of the practice’s importance.
For counties, the stakes are exceptionally high. Positions involving law enforcement, public safety, or work with vulnerable populations require higher standards. Failure to screen effectively can lead to lawsuits, financial loss, and reputational damage.
Negligent hiring claims remain a significant concern. Courts continue to hold employers responsible if an employee causes harm that a reasonable screening process could have prevented. For counties, this risk is especially high given the safety-sensitive nature of many roles, from law enforcement to public works.
Examples of risks:
Most counties rely on consumer reporting agencies (CRAs) to conduct background checks. These agencies, regulated by the Fair Credit Reporting Act | Federal Trade Commission, provide access to county, state, and federal records that individual employers could not gather on their own. Working with a CRA can improve both accuracy and efficiency, but counties must choose providers carefully. Accreditation by PBSA is one indicator of quality.
Counties should adopt clear policies on criminal background screening that balance safety with fairness. This starts with identifying which positions require checks, such as roles involving vulnerable populations, financial responsibility, or operation of county vehicles. Policies must be applied consistently so that all applicants for similar positions are evaluated under the same standards, reducing both risk and the appearance of bias.
It is also important to provide training for HR staff and hiring managers so they understand the county’s procedures as well as the legal requirements under the FCRA, EEOC, and relevant state laws. Regularly reviewing and updating these policies helps counties stay compliant while ensuring their hiring practices remain both effective and equitable.
The regulatory and social environment has changed significantly. Over 37 states and more than 150 localities now have “ban-the-box” laws, which restrict when employers can inquire about criminal history. Privacy protections have expanded through legislation such as the Colorado Privacy Act (CPA). At the same time, the rise of remote work has broadened applicant pools across jurisdictions, requiring more complex searches.
Background checks remain a critical tool, but the landscape has changed. By working with reputable third-party providers, staying current on legal requirements, and applying screening policies fairly, counties can reduce liability while promoting safe, equitable hiring. For questions, please contact CTSI at (303) 861-0507.
