What to Preserve and How to Authenticate It
When a group life insurance claim is denied, families often assume the battle will revolve around policy language. Instead, some of the strongest cases turn on something much simpler.
A screen shot.
In disputes over enrollment, coverage amounts, and Evidence of Insurability, a preserved open enrollment confirmation screen can become the most powerful piece of evidence in the file. In many employer sponsored life insurance cases, that single image proves the employee did exactly what they were supposed to do.
Here is why it matters and how to use it correctly.
Why Open Enrollment Screen Shots Matter
Most employer life insurance coverage is elected through an online benefits portal. Employees log in, select coverage amounts, designate beneficiaries, and click submit.
If a dispute later arises, insurers often argue:
• The employee never enrolled
• The employee selected a lower amount
• Evidence of Insurability was required but not completed
• The election was never finalized
A time stamped confirmation screen showing the selected coverage amount can directly contradict those arguments.
In some cases, it is the only independent proof of what the employee actually chose.
Common Denial Scenarios Where Screen Shots Win
Screen shots are especially valuable in cases involving:
Disputed Coverage Amounts
The insurer claims only the guaranteed issue amount applies. The employee’s confirmation screen shows a higher elected amount.
Alleged Failure to Enroll
HR or the insurer claims no record of enrollment exists. The employee saved a confirmation page reflecting completed enrollment.
Evidence of Insurability Disputes
The system allowed the employee to elect higher coverage without blocking the election or clearly flagging pending approval.
System Errors During Enrollment
The portal malfunctioned but displayed a successful submission message.
When the carrier’s internal records conflict with the employee’s preserved confirmation, the case shifts from assumption to proof.
What to Preserve During Open Enrollment
Employees rarely think to preserve documentation during enrollment, but these records can become critical years later.
The most helpful items include:
• The final confirmation screen showing elected coverage amounts
• Any page stating “Enrollment Complete” or similar language
• The date and time stamp visible on the screen
• Confirmation numbers
• Screens showing beneficiary designations
• Any message about Evidence of Insurability requirements
• Emails confirming enrollment submission
If possible, save the file as a PDF rather than just an image. PDFs often preserve metadata that helps authenticate the record later.
Even a clear phone photo of a computer screen can be valuable if nothing else exists.
Why Authentication Matters
Insurers sometimes argue that a screen shot is unreliable or could have been altered.
Authentication is the process of showing the document is genuine.
Several factors strengthen authenticity:
• Visible date and time stamps
• Employer branding or portal identifiers
• Consistency with payroll deductions
• Matching beneficiary information
• Matching coverage amounts on later benefit summaries
• Metadata showing when the file was created
In litigation, testimony from a spouse or coworker who saw the enrollment process can also support authenticity.
In ERISA governed cases, authentication may occur through the administrative appeal process rather than live testimony, which makes submitting supporting documentation early even more important.
How Screen Shots Fit Into ERISA Appeals
Most employer sponsored life insurance plans fall under federal ERISA law. In these cases, courts typically limit review to the administrative record.
That means the appeal stage is critical.
If a screen shot exists but is never submitted during the appeal, it may never be considered later. The record closes quickly, and opportunities to add evidence are limited.
A properly presented confirmation screen, combined with payroll deductions and plan language, can significantly shift the balance in an appeal.
When Employers and Insurers Disagree
Sometimes the employer’s HR system shows coverage was elected, while the insurer claims it never received proper notice.
In those situations, the question becomes who bears responsibility for the administrative breakdown.
If the employee completed enrollment and relied on the employer’s system confirmation, courts may look closely at whether the employer or insurer failed to properly process the election.
A preserved confirmation screen can be the key to showing the employee did their part.
What If No Screen Shot Exists
All is not lost.
Other supporting evidence can include:
• Payroll deductions matching the elected amount
• Benefit summaries listing coverage
• HR emails confirming enrollment
• Testimony about the enrollment process
• System audit logs from the employer
But when a clean enrollment confirmation screen exists, it often simplifies the dispute dramatically.
The Bottom Line
In group life insurance disputes, technical denials often hinge on what happened during open enrollment. Years later, memories fade and internal records may conflict.
A single preserved screen shot can cut through that confusion.
It shows what the employee selected, when they selected it, and whether the system confirmed coverage. When properly authenticated and submitted during the appeal process, it can become the piece of evidence that turns a denial into a paid claim.