Why So Many Record Requests Fail, and What Smart Admins Are Doing About It

As a workers’ compensation paralegal, you’re always juggling a massive do-to list. Using multiple tools and systems, filing digitally, saving manually, getting derailed by last-minute attorney requests, all while sticky-noting and color coding with expert precision. Your case flow is a master-class in multitasking. 

So why do records requests and e-filings come back with data errors so often? You double-check your data, use the same systems every time, and yet another case gets pushed back while you have to triple-check information. 

Don’t worry, you’re doing everything right. The problem isn’t you, it’s the platforms you’re using—outdated systems that don’t have data verification built-in. 

The fix? Modern legal tools that are continually updated with new features and benefits to keep up with the needs of the industry. 

“As the legal industry adapts to rapid technological advancements, firms that invest in strategic technology integration will maintain a competitive edge in an increasingly digital legal landscape, according to report findings.” - American Bar Association

Why Your Workflow Is Working Against You

Efficiency can only get you so far when you’re using outdated systems. Endless tabs open, checking EAMS (DWS Electronic Adjudication Management System) manually, copy pasting when you find an error, signing and resigning in - it’s a headache. That overtime you pulled yesterday and the perpetual eye strain staring at your monitor doesn't help avoid mistakes either. 

If you’re using a vendor who doesn’t immediately verify data with EAMS, it leaves more room for error. If a field has been updated, you won’t know about it for 12-24 hours. Submit a request for records with outdated information? Now it comes back as CNR and you have to do some digging to figure out what piece is wrong, and submit an amendment. And wait some more. 

It’s a bad cycle of extra work, triple-checking, and delaying cases, but that’s historically “the way things have been done” so you keep on (valiantly) pushing through. 

When Do Filings Need Resubmission or Amendments?

The process of e-Filing with JET File sends forms, requests, liens, claims, and other case documents to the WCAB. If they are submitted correctly, the information is uploaded to EAMS, where it can be referenced by case number.  

Small errors, like invalid characters, missed fields, or wrong document titles, force the file onto the OTECH server, where it needs to be retrieved by the filer. There is an indication of which validation stage the error was caught (L1, L2, L3), but it still requires manual searching for the error. These can be resubmitted via JET File. 

Larger errors that aren’t caught in the filing process—incorrect case or ADJ numbers, incorrect party information (applicant name, employer, insurance carrier), attachments to the wrong case, important dates (date of injury, service, date, etc), substantive details that change the meaning of the filing (not just a technical error)—have to be amended because EAMS already views it as official. An amended pleading (sometimes with an explanatory cover letter or declaration) has to be submitted so the WCAB can correct the record.

Whether it’s a typo, or a case of copy + paste gone awry, amendments are an unfortunate bottleneck in workers’ compensation cases. 

Common Causes of Errors & Best Practices

• Inconsistent Case Data

  • Even minor inconsistencies—like a mistyped date of birth or an old claim number—can invalidate a request.

  • Tip: Use validation tools that cross-check your entries against EAMS or DIR in real time to catch mistakes before filing.

• Outdated Provider or Employer Details

  • Addresses and contact info change often. If your data's not current, your request stalls.

  • Tip: Pull provider or employer info from live directories or updated vendor systems to ensure accuracy before submission.

• Incomplete or Missing Fields

  • A missing case identifier or claim number can be enough to derail a request.

  • Tip: Lean on vendor interfaces that won't let you submit until every required field is filled, or use a robust pre-filing checklist.

Delays from these mistakes vary from a day to weeks or more, depending on whether the DIR is experiencing a backlog, as it is today. The easiest way to ensure a clean, fast return on filing is to make it error-proof when it’s submitted. 

What Can Legal Professionals Do To Prevent Errors? 

Until recently, the only form of error prevention was extra administrative tasks. Checking and rechecking—which adds time to every task—was the only way to ensure the most accurate data. The legal industry on the whole is slow to adopt new methods, even if they boost efficiency and reduce errors. 

“AI adoption rates among legal professionals indicate steady interest. However, growth isn’t exponential, likely due to slow law firm adoption and restrictive law firm AI policies.” - The Legal Industry Report 2025, Federal Bar Association

Thankfully, some legal support vendors are starting to implement “quiet tech” that operates in the background of tried-and-true filing and record management systems. 

Research shows automated validation can reduce data entry time by up to 80% and cut error rates by as much as 99%. That’s time you can redirect toward higher-value work.

How is Technology Fixing Work Comp Errors? 

Choosing the right legal support technology can make a huge difference in how smoothly cases move forward. For workers’ compensation admins and paralegals, a technology-powered vendor is going to boost caseload in a slow-moving industry. 

The right vendor will reduce errors, save time, and give you confidence in your case data. When evaluating options, focus on partners who provide accuracy, transparency, and seamless support - so you can concentrate on the legal work that matters most.

Here are the non-negotiables to look for when choosing a vendor:

1. Error-Reducing Fixes: Errors in case data—like missing dates or incorrect formatting—can cause costly delays. Vendors that provide real-time validation help catch these mistakes before they create bigger problems.

2. Tech Growth: There’s no slowing down for the legal industry, and the only relief is coming from tech-savvy solutions. Look for indicators that your vendor prioritizes modern solutions with in-house development teams and product roadmaps to prevent falling behind the curve. 

3. Seamless workflow (no new logins): Every extra system or login slows you down. Look for vendors that integrate directly into the tools you already use. A smooth workflow helps you maintain focus and keeps case preparation efficient.

4. No excessive training or onboarding required: The best tools fit naturally into your existing processes. If a vendor requires extensive training or adds hours of onboarding, the “solution” quickly becomes another obstacle.

5. Ethical, Transparent Reputation: Don’t click around and find out later that your “quick fix app” is a startup without sticking power. Choose a company with a proven track record of compliance and reliability - it’s worth a five-minute google search to find out more about your vendor. 

For example, Gemini Legal’s records request management system, OrangeScreen, offers a “smart verification” feature called CaseAssist that works in the background while a user is preparing documents for JetFiler. 

CaseAssist has been developed and tested using actual DIR records to ensure it meets evolving client needs, and has run over 150,000 times verifying and correcting case data against DIR information. Paralegals and attorneys already filing in OrangeScreen have one button to click (without disrupting popups, additional tabs, or opening other software) and accurate information has been verified.

This is the kind of technology changing the legal landscape: quiet upgrades, with no extra integration or setup. 

Now, you’re reducing administrative errors without even thinking about it. 

The Bottom Line: You Deserve Better Tools 

If you feel like you’re constantly cleaning up data errors, it’s not a reflection of your skill, it’s a sign that the systems around you haven’t kept up. Paralegals and admins already carry the weight of keeping cases moving; you shouldn’t also be carrying the burden of outdated tools.

The good news is, you have options. Modern legal support technology can verify data in real time, prevent CNR delays and amendments, and free you from the cycle of rework. You deserve tools that support your expertise rather than add to your to-do list.

Here’s the simplest next step: ask your current vendor how they handle case data verification. If the answer isn’t clear, or if the responsibility keeps falling back on you, it may be time to look elsewhere.

Tired of chasing clean data? Start demanding better. Smarter workflows with tools like CaseAssist by Gemini Legal can help you reduce errors, save time, and keep cases moving forward.