INSURANCE RECORD RETENTION CHECKLIST

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--- POLICY RECORDS ---
[ ] Policy Issuance Date
[ ] Policy Number
[ ] Summary of Coverage Terms
[ ] Original Application Form
[ ] Policy Type (Life, Auto, Homeowners, Commercial)
[ ] Coverage Amount
[ ] Last Endorsement Date

--- CLAIMS RECORDS ---
[ ] Date of Loss Incident
[ ] Description of Loss Incident (Insured's Statement)
[ ] Photos/Videos of Damage
[ ] Estimated Loss Amount (Initial)
[ ] Investigator's Notes and Findings
[ ] Claim Status (Open, Under Review, Approved, Denied, Closed)
[ ] Date of First Payment (if applicable)
[ ] Total Payment Amount (if applicable)

--- UNDERWRITING RECORDS ---
[ ] Underwriting Guideline Last Updated
[ ] Risk Score Threshold for Review
[ ] Underwriting Authority Level (Level 1, Level 2, Level 3)
[ ] Summary of Key Risk Factors Considered
[ ] Supporting Documentation (e.g., Property Inspection Report)
[ ] Premium Adjustment Factor (if applicable)
[ ] Coverage Exclusions Applied (None, Flood, Earthquake, Windstorm)

--- FINANCIAL RECORDS ---
[ ] Total Premium Collected (Year 1)
[ ] Total Claims Paid (Year 1)
[ ] Date of Last Financial Audit
[ ] Investment Income (Year 1)
[ ] Attach Year-End Financial Statements
[ ] Audit Type Performed (Internal Audit, External Audit, Regulatory Audit)
[ ] Net Operating Income (Year 1)

--- LEGAL & REGULATORY COMPLIANCE ---
[ ] Applicable State Regulations (State A, State B, State C, Federal Regulations)
[ ] Last Regulatory Compliance Review Date
[ ] Number of States Covered
[ ] Privacy Law Compliance (e.g., GDPR, CCPA) (GDPR Compliant, CCPA Compliant, Other, Not Applicable)
[ ] Summary of Relevant Regulatory Changes Implemented
[ ] Upload copy of most recent regulatory audit report
[ ] NAIC Model Law Adherence (Fully Compliant, Partially Compliant, Not Compliant)

--- DIGITAL RECORDS MANAGEMENT ---
[ ] Document Storage System Used? (Cloud-Based, On-Premise, Hybrid)
[ ] Average Document Upload Time (seconds)
[ ] Last Data Backup Date
[ ] Access Control Levels Defined? (Yes, No)
[ ] Encryption Methods Used? (AES, RSA, TLS)
[ ] Description of Data Loss Prevention (DLP) measures
[ ] System Vulnerability Scanning Performed? (Yes, No)

--- PHYSICAL RECORDS STORAGE ---
[ ] Storage Facility Address
[ ] Temperature (Degrees Celsius)
[ ] Humidity Level (%)
[ ] Security System Type (Basic Lock, Monitored Alarm, Biometric Access)
[ ] Last Physical Inspection Date
[ ] Notes on Condition of Storage Environment
[ ] Fire Suppression System (None, Sprinkler System, Fire Extinguishers)

--- DATA DISPOSAL PROCEDURES ---
[ ] Disposal Method Selected (Shredding, Secure Deletion (Digital), Incineration, Recycling)
[ ] Date of Disposal
[ ] Number of Records Disposed
[ ] Detailed Description of Disposal Process
[ ] Proof of Secure Disposal (e.g., Certificate of Destruction)
[ ] Method Used for Digital Data Wiping (Overwrite Method, Degaussing, Physical Destruction)

--- AUDIT TRAIL & DOCUMENTATION ---
[ ] Record Retention Policy Last Reviewed Date
[ ] Summary of Changes Made to Record Retention Policy (if applicable)
[ ] Number of Records Subject to Retention Schedule Review
[ ] Record Retention Schedule Review Method (Manual Review, Automated System, Combination)
[ ] Time of Scheduled Record Destruction
[ ] Description of Data Disposal Method Used
[ ] Authorized Personnel Signature (Record Destruction)

--- TRAINING & AWARENESS ---
[ ] Employee Role Responsible for Record Retention? (Compliance Officer, Records Manager, Department Head, IT Department)
[ ] Last Training Session Date
[ ] Number of Employees Trained
[ ] Training Session Summary / Key Takeaways
[ ] Training Method Used? (Online Module, In-Person Session, Webinar)
[ ] Upload Training Materials (e.g., Presentation, Handouts)

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