STATE OF CALIFORNIA - CA Department of Insurance
STATE OF CALIFORNIA CHUCK QUACKENBUSH, Insurance Commissioner
[pic]
DEPARTMENT OF INSURANCE
300 CAPITOL MALL, SUITE 1500
SACRAMENTO, CA 95814
(916) 445-5544
(916) 445-5280 FAX
CIRCULAR February 4, 1997
PPA-DRG
TO: All Insurers licensed to issue or issuing Private Passenger Automobile Policies in California
SUBJECT: California Code of Regulations Title 10, Chapter 5, Subchapter 4.7, Section 2632.15 - Data Retention.
Section 2632.15 of the above regulation requires every insurer offering or issuing a policy of automobile insurance shall collect and retain certain data for Private Passenger Automobile. Furthermore subsection (a)(1) mandates all data must be kept in a computer file that allows for the insurer to place the data on computer media. All data must be recorded in a raw ungrouped format in a manner specified by the Commissioner.
Accompanying this Circular, for your information and use, is the Data Retention Guidelines as set forth by the California Department of Insurance.
All questions concerning this circular should be directed to Brandt Stevens of the Policy Research Division, (916) 492-3530 or stevensb@insurance..
Data Collection Guidelines for CCR Title 10, Chapter 5, Subchapter 4.7, Section 2632.15
(Also known as the RH-338 regulations)
Data specified for collection under Section 2632.15 includes a current file and two historical files. The current file should be collected starting “180 days after the effective date of these regulations.” This date would be March 10, 1997. The historical files should be kept starting “the first of the quarter after the effective date of these regulations,” which would be October 1, 1996. To make both files consistent, we will require that collection of both files begin no later than April 1, 1997.
Any data listed in Section 2632.15 that is used or collected in any fashion, even if the insurer does not currently retain it and even if it is used solely for underwriting or other non rating purposes, must be collected and retained. As an example, if there are two drivers and one vehicle in a household and the driver’s data for both drivers are collected to decide which driver is a rated driver, even though only one is used in the premium calculation, all data must be kept for both drivers. Another example is a company that only collects gender for those drivers below 25 (or with less than nine years driving experience). Since this data is collected for some drivers, it must be collected and kept for all drivers. If there are some data items that the regulation requires that the company keep which they currently do not have for some or all customers, these data shall be collected no later than at the time of their next renewal notice sent out on or after April 1, 1997.
The historical files may contain data in a different format for up to six years. We will NOT require that companies go back and update the information in the historical file. As an example, a loss occurs on a policy in May 1997 and the policy was last renewed June 1996, before the effective date of the new regulations. Data for the vehicle and driver will be in the old format collected by the company and does NOT have to be updated solely for purposes of recording the loss data. Another example would be for the violation code. Only violations occurring on or after April 1, 1997 (regardless of conviction dates) need the entire vehicle code reference. Violations occurring before then can be kept in the old format. All conviction data, even the data in the old format, need to be kept for six years.
These guidelines only apply to private passenger vehicles. The guidelines do NOT apply to commercial policies and insureds covered under the California Auto Assigned Risk Plan (CAARP).
Section 2632.15(a)(1) states “All data must be recorded in a raw, ungrouped format in a manner specified by the Commissioner.” Insurers may retain data in more detail, but must be able to report data in a format as specified in these guidelines.
Overview of the three files
Current file
The Current file will contain detailed information on all current policies in force. These data describe the insured vehicle, insured drivers, coverage limits, premiums and other policy specific items.
Historical Exposure File (HEF)
The Historical Exposure File shall contain information on the exposures of all covered vehicles. The data shall include all data elements in the current file and the earned exposure for the policy.
Historical Loss File (HLF)
The Historical Loss File shall contain detailed data on all losses incurred on accidents in a particular calendar year. The data shall include policy and driver identifiers, losses, dates, coverage information and other data related to the loss.
Details of items to be collected
Current file (and Historical Exposure file):
Vehicle Record items
1. Policy number. This is a 15 column field. Right justified with leading blanks on the left for policy numbers using less than 15 columns.
2. Vehicle number (to identify the vehicle when there is more than one vehicle on a policy). This is a one column field.
3. The latest effective or renewal date of the policy. This is the beginning date of the policy. Insurers must record it in an eight-digit format that includes the month, day and year, including four digits for the year.
4. Drivers’ license number and state code of every driver covered by this policy.
5. VIN (Vehicle Identification Number) for the vehicle being insured. This is mandatory for every vehicle. This is 17 column field (modern VINs are 17 columns long, but some older VINs are longer). Use only the first (left most) 17 characters for older VINs.
6. Vehicle License plate number and state code. Use the two digit alphabetic state code used by the United States Postal Service. Use ‘fm’ for federal or military licensed vehicles and ‘fc’ for foreign country license plates. Use ‘zz’ and ‘zzzzzzz’ if data are not used or collected in any fashion for any vehicle.
7. The number of drivers assigned to this vehicle. This shall be a single digit from 0 to 9, with 9 including 9 or more. Use ‘0’ (zero) for all excess vehicles. Since it is necessary to know which drivers are covered and which driver is the rated driver, this information will be necessary to comply with the regulations. Insurers must assign all drivers covered by a policy to one and only one vehicle even if they are not rated on any vehicle.
8. Coverage limits for the following coverages.
a. For Bodily Injury Liability, the per person and per accident and amounts of coverage must be kept in the number of thousands. Use four digits for both the per person and per accident amounts. Use 9999 for limits of $9,999,000 and above. Use only the per accident amounts for combined single limit’s coverage, placing ‘0000' in the per person amounts. Use ‘zzzz’ if they have no BI coverage.
b. For Property Damage Liability, the amount of coverage in thousands must be kept. Use four digits. Use ‘0000' for combined single limits combined with BI (actual single limit amount would be listed under the per accident amount only). Use ‘zzzz’ if no property damage coverage on this policy.
c. For Medical Payments, enter the amount of coverage in thousands. Use 3 digits. Use 999 for limits of $998,000 or more. Use 998 for limits less than $1,000. Use ‘zzz’ if they have no medical payments coverage.
d. For Uninsured Motorists Coverage - bodily injury, the per person and per accident amounts of coverage must be kept in the number of thousands. Use three digits for both the per person and per accident amounts. Use 999 for limits of $999,000 and above. Use ‘zzz’ if they have no coverage.
e. For Uninsured Motorists Coverage - Property Damage (UMPD) and Collision Deductible Waiver (CDW), use the following one digit codes:
z = no UMPD and no CDW coverage
1 = under $500 CDW (no UMPD)
2 = $500 CDW (no UMPD)
3 = over $500 CDW (no UMPD)
4 = other CDW limit (no UMPD)
5 = under $3,500 UMPD (no CDW)
6 = $3,500 UMPD (no CDW)
7 = over $3,500 UMPD (no CDW)
8 = other UMPD limit (no CDW)
f. For Comprehensive, use the following deductible codes:
00 = zero deductible (use ‘zz’ for no coverage)
01 = $50 deductible
02 = $100 deductible
03 = $150 deductible
04 = $200 deductible
05 = $250 deductible
06 = $300 deductible
07 = $350 deductible
08 = $400 deductible
09 = $450 deductible
10 = $500 deductible
11 = $600 deductible
12 = $700 deductible
13 = $750 deductible
14 = $800 deductible
15 = $900 deductible
16 = $1,000 deductible
17 = $1,500 deductible
18 = $2,000 deductible
19 = deductible over $2,000
20 = other dollar deductible
21 = 1% deductible
22 = 2% deductible
23 = 3% deductible
24 = 4% deductible
25 = 5% deductible
26 = 6% deductible
27 = 7% deductible
28 = 8% deductible
29 = 9% deductible
30 = 10% deductible
31 = 11% deductible
32 = 12% deductible
33 = 13% deductible
34 = 14% deductible
35 = 15% deductible
36 = 16% deductible
37 = 17% deductible
38 = 18% deductible
39 = 19% deductible
40 = 20% deductible
41 = 25% deductible
42 = other percentage deductible
43 = other deductible
44 = no coverage
g. For Collision coverage, use the comprehensive codes in (f) above.
The following vehicle related data shall be kept for each vehicle:
9. Zip Code of the vehicle’s garaging address (Do NOT use P.O. Box only zip codes). Use five digits.
10. Estimated current year mileage for the 12 month period beginning with the start of this policy (use 12 months even if it is a 6 month policy), rounded to the nearest hundred miles. Every insurer must have this data since it is a mandatory factor. Insurers who do not currently collect the data in this detail must start collecting it with all policies that are effective on or after April 1, 1997. Use three digits with 999 including 99,900 and more.
11. Actual previous year’s mileage, rounded to the nearest hundred miles. If the insurer (or agent) in anyway requests the previous years’ mileage for any insured, it must be collected and retained for every insured in this or a more detailed format. Use three digits with 999 including 99,900 and over. If the data are not collected or used in any way for any insureds, use ‘zzz’.
12. Type of use code. ‘p’=pleasure use only, ‘b’=business use, ‘c’=commute use, ‘f’=farm use, ‘o’=other. If the data are not collected or used in any way for any insureds, use a ‘z’.
13. Weekly commute miles. This is the total round trip weekly commute mileage for this vehicle. Three digits with 999 for 999 and more. If the data are not collected or used in any way for any insureds, use ‘zzz’.
14. Vehicle model year. Include four digits. This is identifying information that insurers need for every vehicle.
15. Vehicle value price group code. Include the code for the vehicle even if the vehicle does NOT have comprehensive or collision coverage. If the data are collected for any vehicle, then it must be collected for every vehicle. Four digits may be used for this code and shall be the codes used in each company’s approved plan. Blank fill and right justify for shorter codes. If the data are not collected or used in any way for any insureds, use ‘zzzz’.
16. Vehicle type. a=auto, e=electric vehicle, h=motor home, p=pickup truck, v=van, t=heavy truck, m=motorcycle, q=antique auto, o=other type (each insurer must provide a list of the types that fall into this category). Do NOT include information on trailers, snowmobiles, golf carts and named nonowner policies. This is identifying information that is needed for every vehicle.
17. Vehicle performance type. s=sports car, h=high performance, p=sports and high performance, I=intermediate, e=economy, o=other specialty vehicle, t=standard.
Any company that uses more categories than this to define different categories for purposes of determining premium, must include the codes under the “Any and all other factors used to determine the premium for this vehicle” item. If the data are not collected or used in any way for any insureds, use a ‘z’.
18. Good driver discount code (‘g’=The premium for this vehicle included a good driver discount and ‘n’=no good driver’s discount given for this vehicle).
19. Multi-vehicle policy. Include the one digit for the total number of vehicles on this policy or the total number of vehicles insured together by the insured and his family with this company that would qualify them for a multi-vehicle discount. Use 9 for 9 or more. This item must be reported for every vehicle even if the insurer offers no multi-vehicle discount.
20. The number of semiannual renewals for this policy. Use two digits, with 99 for 99 or more. If the data are not collected or used in any way for any insureds, use ‘zz’. If the insurer knows the original policy inception date for any policies, then they must calculate the number of semiannual renewals for all policy holders even if it is not used to rate any policies.
Vehicle Safety Equipment:
21. One digit for antilock brakes
a for antilock brakes front only
b for antilock brakes all four wheels
o other antilock brakes
x no antilock brakes
z information not collected
22. One digit for airbags
a airbags, driver only
b airbags, both front passengers
o other airbags
x no airbags
z information not collected
23. One digit for automatic seat belts
a automatic seat belts driver only
b automatic seatbelts both front seats
c automatic seatbelts front and rear seats
o other automatic seat belts
x no automatic seat belts
z information not collected
24. Premiums, for six month policies, rounded to the nearest dollar (always round $0.50 up) for each of the following coverages, using four digits for each with 9999 for $9,999 and above.
Bodily Injury Liability (allocate combined single limits premium to BI and PD coverages)
Property Damage Liability
Medical Payments
Uninsured Motorists - BI
Uninsured Motorists - PD or Collision Deductible Waiver
Comprehensive
Collision
25. Policy or membership fees charged, use three digits.
26. Any and all other factors used to determine the premium for this vehicle.
Driver Record items (NOTE: items 1, 2 and 4 from the Vehicle Record will also be on the Driver’s Record)
27. Number of accident/conviction records for this driver. Use two digits.
28. Rated driver code. Use ‘r’ if this driver is the rated driver on this vehicle and ‘s’ if they are a secondary driver on this vehicle.
29. The number of one point convictions (according to the insurers’ approved plan) used to rate this driver, as of the last renewal date of this policy. A single digit from 0 to 9, with 9 including 9 or more.
30. The number of two point convictions (according to the insurers’ approved plan) used to rate this driver, as of the last renewal date of this policy. A single digit from 0 to 9, with 9 including 9 or more.
NOTE: Insurers that use more than two point categories will also need to keep the number of convictions by point category for every point category in excess of two. The data will need to be reported under “all other driver related factors.”
31. Total number of at-fault BI accidents with over $500 damage used to this driver on the date of the last renewal for this policy. Use 9 for 9 or more.
32. Total number of at-fault non-BI accidents with over $500 damage used to rate this driver on the last renewal of this policy.
33. The number of years since the last at-fault BI accident with over $500 in damage.
This shall be a one digit number with 9 including 9 or more. Use a ‘0’ for persons with accidents within the last 12 months. If the data are not collected or used in any way for any insureds, use a ‘z’.
34. Number of years since the last at-fault non-BI accident with over $500 in damage. This shall be a one digit number with 9 including 9 or more. If the data are not collected or used in any way for any insureds, use a ‘z’. Use a ‘0’ for persons with accidents within the last 12 months.
35. Number of years since the last conviction. This shall be a one digit number with 9 including 9 or more. Use a ‘0’ for persons with convictions within the last 12 months. If the data are not collected or used in any way for any insureds, use a ‘z’.
36. Gender. One digit, ‘f’ for female and ‘m’ for male. If the data are not collected or used in any way for any insureds, use a ‘z’.
37. Marital status. One digit, ‘m’ for legally married, ‘s’ for single and ‘w’ for widowed. If the data are not collected or used in any way for any insureds, use a ‘z’.
38. Percentage use of the vehicle by this driver. Insurers shall use two digits for the percentage of use of the vehicle by this driver. Use 99 shall for 100% and ‘zz’ shall be used for insurers that do not collect or use percentage use information in any way for any insureds. Insurers that use principle/occasional designations must collect estimates of actual percentage of use by each driver.
39. Years licensed to drive. Two digits for the number of years (rounded down to the next whole number) of driving experience.
40. Age. Two digits, with 99 including 99 and over. If the data are not collected or used in any way for any insureds, use a ‘zz’. If a company collects information on the age of any insured, for example even asking for it from those insureds seeking the senior defensive driver discount, then they must collect and retain age for every insured.
41. Smoker status. Use ‘s’ for smoker and ‘n’ for nonsmokers. If the data are not collected or used in any way for any insureds, use a ‘z’.
42. Academic status. ‘a’=not applicable (more than a certain number of years licensed, not eligible for discount). ‘g’=good student. ‘n’=not a good student. If the data are not collected or used in any way for any insureds, use a ‘z’.
43. Senior defensive driver discount eligibility. ‘s’ for senior discount applies and ‘n’ for no senior discount applies.
44. Driver training status. Use ‘y’ is yes for had drivers training and ‘n’ is no and ‘a’ is not applicable if over a certain number of years licensed. If the data are not collected or used in any way for any insureds, use a ‘z’.
45. Good driver discount qualification. One digit field, with ‘y’ for those drivers that qualify as good drivers and ‘n’ for those drivers that do not qualify as good drivers.
46. All other driver related factors approved by the commissioner for use in the class plan.
This includes ALL items that would effect the premium in any manner. If data are used for any coverage for any insured, it must be kept for all insureds.
Note: A driver’s record (elements 1, 2, 4 and 27 through 46 above) must be kept for every driver assigned to the vehicle. Data for each driver shall only be kept with the vehicle to which they are assigned. (However, if there are excess vehicles, place the driver’s license number in 4 of the driver that puts the most mileage on the excess vehicle and leave 27 through 46 blank.
Accident/conviction record items (Items 1, 2, 3 and 4 will also be kept on this file)
NOTE: Accident/conviction records shall follow the driver’s record they are associated with.
47. Accident/conviction code. When insurers submit any data to the department, each record shall include a code with ‘b’ for BI accidents, ‘p’ for non-BI accidents and ‘c’ for convictions. Insurers need not store this data, but they must provide it on any tape submitted to the Department.
48. The date of each at-fault BI accident with over $500 damage. The date shall include 8 digits, including four for the year and shall include all known accidents, even those too old to be used to rate the driver and those occurring after the latest renewal date.
49. The date of each at-fault non-BI accident with over $500 in damage. The date shall include 8 digits, including four for the year and shall include all known accidents, even those too old to be used to rate the driver and those occurring after the latest renewal date.
50. An eight-digit field for the date, including month, day and year (four digits) of each violation (which resulted in a conviction) for this driver.
NOTE: Keep all accident and conviction information for a minimum of six years.
51. California vehicle code section (or its equivalent for out-of-state convictions) for each violation, which resulted in a conviction, for this driver. This field is a ten digit field. The first five digits are for the code section number. Fill in with leading zeros for code section numbers below 10000. The sixth digit will always be a decimal point. Insert a decimal point even if no number is used after the decimal point. The next one digit part of the field is for any section decimal number. The next one digit part is for the letter of the subsection, if any. The next part, ninth digit, is for the numbered subsection, such as (1). Note, if there is no decimal part, but instead two subsection references, include both subsections in the eighth and ninth positions. The tenth digit is a one digit character field for the code name (‘v’ for vehicle code, ’p’ for penal code and ‘s’ for streets and highway code).
Examples include:
10851. v vehicle code 10851
14601.2b v vehicle code 14601.2(b)
21207.5 v vehicle code 21207.5
00192. c2p penal code, 192(c)(2)
Insurers only need data in this format for convictions of violations occurring on or after April 1, 1997. As much detail as was recorded under any former system should be kept in the new system for violations occurring before April 1, 1997. Data must be kept for a minimum of six years even if a lessor number of years worth of convictions are used to rate the driver. Insurers need not obtain data for older convictions, but data in the system as of the effective date of these regulations must be kept if it is less than six years old.
Historical Files
Insurers must maintain both a “Historical Exposure File” and a “Historical Losses File.”
The Historical Exposure File (HEF) shall contain data on all policies in effect at anytime during each calendar year. The data shall include:
1. All items contained in the current file as listed above.
2. The termination date of the policy, the date any of the policy rating information changed or the last day of the calendar year for those policies still in effect at the end of the calendar year. This shall be an eight digit field, with four spaces for the year.
3. The earned premium, from the policy effective date (or January first of the calendar year, whichever is later) until the date specified in item 2 above. These shall be listed separately for each of the seven coverages. Four digits shall be used for the premium of each of the seven coverages.
4. The earned exposure during the calendar year in days earned, from 000 to 366 (365 for policies that do NOT cover February 29 in a leap year). Earned premium for combined single limits must be separated between BI and PD.
If the characteristics of the policy change before it is terminated, it may be necessary to create another record for the HEF. If any data change results in a change in premium, or if the insured vehicle changes, insurers must create a new HEF record. For example, a six-month policy beginning on January 15th and ending on July 14th, in which on March 10th the insured adds his teenage son to the policy as an additional insured. The insurer sends the insured a supplemental bill to cover the higher rated driver for the period from March 10th to July 14th. Two records would be created in the HEF for this example. The first record would have a begin date of January 15th and an end date of March 9th. The second record would have a begin date of March 10th and end date of July 14th, and contain driver information for both the parent (old rated driver) and the son (who is now the rated driver). Since data in the HEF are collected by calendar year, this policy would have two additional records. One record to cover the January 1 to January 14 time period and one to cover from July 15 to December 31. Except for 1997, where data collection begins on April 1, 1997, data will be needed for complete calendar years, each and every year.
The Historical Losses File (HLF) shall contain data for all losses incurring in each calendar year. Data shall include:
1. Policy number and vehicle number, which must be matchable to a policy and vehicle number in the Historical Exposure file.
2. Driver’s license number and state code for the driver at the time of the accident. Use ‘zz’ for the state code and ‘zzzzzzz’ for the driver’s license number, if there was no driver or no insured driver.
3. Date of the accident (8 digits, month, day, year). Estimate the date if it is not known.
4. At-fault code, ‘a’ if this driver was at-fault in the accident and ‘n’ if they were not at-fault. Use ‘p’ if a determination of fault is still pending.
5. Number of claimants for this accident (1 digit with 9 for 9 or more).
6. Total dollar amount of incurred losses listed separately by coverage. The loss amounts shall include the latest estimate of the ultimate loss reserves and allocated loss adjustment expenses and reserves. Exclude any share of unallocated loss expenses. Leave seven spaces each for BI and PD liability coverage and six spaces for the other five coverages. Round to the nearest dollar. Each record should include all of the claims for each accident.
7. Capped losses for BI liability (15/30). Use five digits.
8. Closed claim indicator for each of the seven coverages. ‘c’=closed, ‘o’=open.
File Formats
Data must be reported in a format specified by the Commissioner. Data formats will be specified when the data are requested. The general format below will be used when all of the data is requested. Any insurer that can provide all three files in the formats specified below will be able to meet the requirements of the regulations.
For the Current and Historical Exposure files, insurers must report data using a hierarchical file structure, using three record types. The vehicle record contains the main set of data. The second record type is for driver data. A third record type is for accidents/convictions. Each record would need overlapping identifying information, including policy number, VIN and driver’s license number in the current file. The record size of the current vehicle record is 172, 73 for the driver record and 46 for the accident/conviction record.
In the Historical Exposure file, that is also hierarchical, the record size of the vehicle record is 211. The historical driver and accidents/convictions records are the same as the current records, 73 and 46 respectively. The Historical Loss file has a fixed record length of 92 and is NOT hierarchical.
Sample Hierarchical file format
The current file might look like the following sample:
Identification Record for tape
Vehicle 1 record
Driver 1 record for vehicle 1
Accident/Conviction record 1 for driver 1
Accident/Conviction record 2 for driver 1
Accident/Conviction record 3 for driver 1
Driver 2 record for vehicle 1
Driver 3 record for vehicle 1
Accident/Conviction record 1 for driver 3
Vehicle 2 record
Driver 1 record for vehicle 2
Vehicle 3 record
Driver 1 record for vehicle 3
All Vehicle records will be followed by a driver record. However, only drivers with accidents or convictions will have an accident/conviction record after their driver record. For excess vehicles, the driver record shall contain only a driver’s license number and shall never be followed by any accident/conviction record.
The first record on the tape will be an Identifier Record, containing the NAIC number for the insurer. The second record will contain the first vehicle record. There will be a vehicle record for each policy. After each vehicle record will be a driver record. The first driver record shall be for the rated driver or for excess vehicles shall be the driver that uses the vehicle the most even though they are NOT rated on this vehicle (only the driver’s license information is needed for these drivers). After each driver record will be the accident/ conviction records (if the driver has had any accidents or convictions). If there are no accidents or convictions for this driver, the next record shall be another driver, if there are more drivers assigned to this vehicle. If there are no other drivers, the next record will be the vehicle record for the next vehicle.
Current File Columns Length Alpha/
Numeric
Identifier Record Layout (1 per tape)
Record Type Indicator (record type = ‘I’) .......................... 1 1 A
NAIC number 2-9 8 A
Vehicle File Record Layout
Record Type Indicator (record type = ‘v’ ........................... 1 1 A
Policy Number ................................................................... 2 - 16 15 A
Vehicle Number on this policy ........................................... 17 – 17 1 N
Effective date of policy ...................................................... 18 – 25 8 N
Driver’s License Number of Rated Driver
State Code ............................................................. 26 – 27 2 A
License Number ..................................................... 28 – 36 9 A
VIN 37 - 53 17 A
( Use the first 17 characters for VINs greater than 17 characters)
Vehicle License Plate
State Code ............................................................. 54 - 55 2 A
License Plate Number ............................................ 56 – 62 7 A
Number of Driver records for this vehicle .......................... 63 – 63 1 N
(use 0 for excess vehicles)
BI per person coverage limit ............................................. 64 – 67 4 A
BI per accident coverage limit .......................................... 68 – 71 4 A
Property Damage Liability limit ........................................ 72 – 75 4 A
Medical Payment Coverage limit ....................................... 76 – 78 3 A
Uninsured Motorist BI per person coverage limit .............. 79 – 81 3 A
Uninsured Motorist BI per accident coverage limit ........... 82 – 84 3 A
Uninsured Motorist Property damage limit
or Collision Deductible Waiver limit........................ 85 – 85 1 A
Comprehensive coverage deductible code ......................... 86 – 87 2 A
Collision deductible code .................................................. 88 – 89 2 A
Zip Code of the vehicles garaging address ......................... 90 – 94 5 N
Estimated Annual Mileage next 12 months ........................ 95 – 97 3 A
Actual mileage, last year ................................................... 98 -100 3 N
Type of Use code ............................................................. 101-101 1 A
Weekly commute mileage ................................................. 102-104 3 A
Vehicle model year ........................................................... 105-108 4 N
Vehicle value price group code ......................................... 109-112 4 A
Vehicle type ..................................................................... 113-113 1 A
Vehicle performance type ................................................. 114-114 1 A
Good driver policy code ................................................... 115-115 1 A
Multi-vehicle policy code ................................................. 116-116 1 A
Number of semi-annual renewals for this policy ............... 117-118 2 N
Antilock brake code ........................................................ 119-119 1 A
Airbag code ..................................................................... 120-120 1 A
Automatic Seat belt code ................................................ 121-121 1 A
Premiums
BI ....................................................................... 122-125 4 N
PD ...................................................................... 126-129 4 N
Medical Payments ............................................... 130-133 4 N
UM - BI ............................................................. 134-137 4 N
UM - PD or Collision Deductible Waiver ............ 138-141 4 N
Comprehensive ................................................... 142-145 4 N
Collision ............................................................. 146-149 4 N
Policy Fees ......................................................... 150-152 3 N
All other vehicle related factors effecting premium ......... 153-172 20 A
Driver Record
Record Type Indicator (record type = ‘d’).......................... 1 1 A
Policy Number .................................................................. 2 - 16 15 A
Vehicle Number on this policy ........................................... 17 – 17 1 N
Driver’s License Number
State Code ............................................................ 18 – 19 2 A
License Number .................................................... 20 – 28 9 A
Number of accident/Conviction Records for this Driver .... 29 – 30 2 N
Rated Driver Code ........................................................... 31 – 31 1 A
Number of one point convictions used to rate this driver . 32 – 32 1 N
Number of two point convictions used to rate this driver* 33 – 33 1 N
* Use the all other category for other point convictions
Number of BI Accidents used to rate this driver ............... 34 – 35 2 N
Number of non-BI Accidents used to rate this driver ........ 36 – 37 2 N
Number of years since the last at-fault BI accident ........... 38 – 38 1 A
Number of years since the last at-fault non-BI accident .... 39 – 39 1 A
Number of years since the last conviction for a violation .. 40 – 40 1 A
Gender ............................................................................ 41 – 41 1 A
Marital Status .................................................................. 42 – 42 1 A
Percentage use ................................................................ 43 – 44 2 A
Years Licensed to Drive .................................................. 45 – 46 2 N
Age ................................................................................. 47 – 48 2 A
Smoker Status ................................................................. 49 – 49 1 A
Academic Status .............................................................. 50 – 50 1 A
Senior Defensive Driver Discount ..................................... 51 – 51 1 A
Driver Training Status ....................................................... 52 – 52 1 A
Good Driver Discount Qualification .................................. 53 – 53 1 A
All other driver related factors that effect premium ............ 54 – 73 20 A
Accident/Conviction Record
Record Type Indicator (record type = ‘a’).......................... 1 1 A
Policy Number .................................................................. 2 - 16 15 A
Vehicle Number on this policy ........................................... 17 – 17 1 N
Driver’s License Number
State Code ............................................................. 18 - 19 2 A
License Number ..................................................... 20 – 27 8 A
Accident/Conviction Code ................................................. 28 – 28 1 A
Date of accident or conviction ........................................... 29 – 36 8 N
Conviction Code number/accident type code ..................... 37 – 46 10 A
Historical Exposure File (HEF)
The HEF shall have the same four parts (Identifier, vehicle, driver and accidents/convictions) as the Current File. The Vehicle record will have the following items added: (Note: record type for the HEF vehicle record will be ‘h’)
Columns Length Alpha/
Numeric
Termination date of the policy .......................................... 173-180 8 A
(or end of year for policies going past the end of the
calendar year).
Earned Premium for each coverage
Bodily Injury Liability ........................................... 181-184 4 N
Property Damage Liability .................................... 185-188 4 N
Medical Payments ................................................. 189-192 4 N
UM - BI ............................................................... 193-196 4 N
UM - PD .............................................................. 197-200 4 N
Comprehensive ..................................................... 201-204 4 N
Collision ............................................................. 205-208 4 N
Earned Exposure, in number of days during this
calendar year ........................................................ 209-211 3 N
Historical Loss File
Record Type Indicator (record type =’l’) ........................... 1 1 A
Policy Number .................................................................. 2 - 16 15 A
Vehicle Number on this policy ........................................... 17 – 17 1 N
Driver’s License Number
State Code ............................................................. 18 – 19 2 A
License Number ..................................................... 20 – 27 8 A
(Use ‘zz’ for the state code if their was no driver at the time of the accident)
Date of Accident ............................................................... 28 – 35 8 N
At-fault Code .................................................................... 36 – 36 1 A
Number of Claimants ......................................................... 37 – 37 1 N
Dollar Amount of Loss by Coverage
Bodily Injury Liability ............................................ 38 – 44 7 N
Property Damage Liability ..................................... 45 – 50 6 N
Medical Payments .................................................. 51 – 56 6 N
UM - BI ................................................................ 57 – 62 6 N
UM - PD ............................................................... 63 – 68 6 N
Comprehensive ...................................................... 69 – 74 6 N
Collision ................................................................ 75 – 80 6 N
BI Capped Losses ............................................................. 81 – 85 5 N
Closed Claim Indicators
Bodily Injury Liability ............................................ 86 – 86 1 A
Property Damage Liability ..................................... 87 – 87 1 A
Medical Payments .................................................. 88 – 88 1 A
UM - BI ................................................................ 89 – 89 1 A
UM - PD ............................................................... 90 – 90 1 A
Comprehensive ...................................................... 91 – 91 1 A
Collision ................................................................ 92 – 92 1 A
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