Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Insurance, Department of   [ Total entries: 104 ]


0408-0006 | Agency Case Files

Description:  Agency cases involve the refusal, revocation, and/or suspension of licenses of insurance agencies.

Retention:  7 years

Vital Record:  FALSE


0408-0005 | Agent Case Files

Description:  Agent cases involve the refusal, revocation, and/or suspension of licenses of insurance agents.

Retention:  7 years

Vital Record:  FALSE


1985-0067 | Agents Accepted for Certificate of Authority Powers - from Extract File

Description:  Records documenting the acceptance of certificate of authority requests and the issuance of certificates of authority to agents passing insurance examinations.

Retention:  3 years

Vital Record:  FALSE


1985-0066 | Agents Accepted/Not Accepted for Certificates of Authority Powers - from Annual Renewal Listing

Description:  Documents relating to the acceptance or denial of certificate of authority annual renewal appointments for individual insurance companies.

Retention:  3 years

Vital Record:  FALSE


1979-0123A | Agents Investigation Files

Description:  Case files documenting all agent investigations conducted by the Enforcement Division.

Retention:  Case Files: 8 years. Docket Books: 10 years after book is filled. Listings: 10 years

Vital Record:  FALSE


1983-0816 | Agents Licensing Division Batch Sheets (Batch Sheet Verification Files)

Description:  Documents relating receiving and verifying fees collected by Agents Licensing Division.

Retention:  4 years

Vital Record:  FALSE


1979-0115 | Annual Appropriations Disbursement General Ledgers and Supporting Documents

Description:  Records documenting the annual appropriation and expenditure of state funds.

Retention:  2 years and completion of audit

Vital Record:  FALSE


1983-0070 | Annual Premium Tax Returns GID-12 Audit Copies

Description:  Documents relating to filing annual premium tax returns by insurance companies licensed to do business in Georgia.

Retention:  Retain until completion of audit.

Vital Record:  FALSE


1985-0068 | Annual Renewals of Agents Certificates of Authority- Listings

Description:  Records documenting the renewal of authority certificates for an agent to represent an insurance company.

Retention:  3.5 years

Vital Record:  FALSE


1995-0029 | Annual Statements-Domestic Companies

Description:  Annual financial statements from domestic insurance companies (those companies incorporated in Georgia).

Retention:  Permanent

Vital Record:  FALSE


1995-0028 | Annual Statements-Foreign Companies

Description:  Annual financial statements from individual foreign Insurance companies (those companies incorporated outside of Georgia).

Retention:  10 years

Vital Record:  FALSE


1981-0396 | Building Inspection & Certificate of Occupancy Files

Description:  Records documenting the inspection and certification of buildings for compliance with fire and safety law.

Retention:  Retain for life of the building.

Vital Record:  FALSE


1988-0017 | Business in the State of Georgia During the Year for Life and Health Insurance Companies

Description:  Documents premiums written and losses paid by insurance companies in the State of Georgia.

Retention:  7 years

Vital Record:  FALSE


1988-0016 | Business in the State of Georgia During the Year for Property and Casualty Insurance Companies

Description:  Documents premiums written and losses paid by insurance companies in the State of Georgia.

Retention:  7 years

Vital Record:  FALSE


1975-0182A | Case Action Investigation Reports

Description:  Reports documenting the investigation of fires.

Retention:  15 years

Vital Record:  FALSE


1981-0125 | Casualty Companies Premium Tax Returns and Correspondence

Description:  Documents relating to the collection and audit of premium taxes for foreign and domestic insurance companies.

Retention:  25 years

Vital Record:  FALSE


0408-0001 | Casualty Companies Premium Tax Returns and Correspondence Files

Description:  Documents relating to the collection and audit of premium taxes for foreign and domestic insurance companies.

Retention:  10 years

Vital Record:  FALSE


0408-0011 | Certifcates of Compliance

Description:  Forms documenting the structural design and fittings of manufactured homes in compliance with federal statute.

Retention:  Permanent Record. Custody to be retained by the Office of Insurance and Fire Safety Commissioner

Vital Record:  FALSE


1973-0139A | Certificate of Compliance Files

Description:  Maintaining copies of Certificate of Compliance with the Federal Regulations, required to be submitted by manufacturers under the Factory Manufactured Movable Homes Act.

Retention:  30 years

Vital Record:  FALSE


1982-0542 | Certificates of Authority Sendbacks for Insurance Agents

Description:  Individual appointments of agents that have been returned because the agent's license has not been renewed.

Retention:  3 years

Vital Record:  FALSE


0408-0007 | Company Case Files

Description:  Company cases involve administrative hearing, adjudication and/or disposition of insurance-related activities not specifically cited in either insurers or other insurance related entities.

Retention:  10 years

Vital Record:  FALSE


1976-0039 | Comptroller General’s Office Legislation Files

Description:  Records documenting legislation presented to the General Assembly.

Retention:  Permanent

Vital Record:  FALSE


1988-0019 | Correspondence received from Property and Casualty Insurance Companies

Description:  Correspondence relating to rates and form changes filed with the department along with documents supporting the changes.

Retention:  25 years

Vital Record:  FALSE


1981-0270 | Daily Revenue Reports Files

Description:  Daily reports of fees collected and receipts.

Retention:  3 years

Vital Record:  FALSE


1976-0315 | Deputy Comptroller General’s Subject Files

Description:  Documents relating to the regulation of insurance companies and mobile home manufacturers, licensing loan companies, and enforcing related laws.

Retention:  Permanent

Vital Record:  FALSE


1989-0065 | Domestic Company Examination Work Papers

Description:  Examinations conducted under O.C.G.A. 33-2-11.

Retention:  10 years

Vital Record:  FALSE


0000-0177 | Domestic Insurance Companies’ Proxy Files

Description:  Records documenting compliance with proxy material submission by shareholders prior to the company shareholders meeting.

Retention:  5 years

Vital Record:  FALSE


1980-0244A | Enforcement Division Investigation Files

Description:  Case files documenting company investigations and enforcement inquiries.

Retention:  10 years

Vital Record:  FALSE


0000-0095 | Explosives Permit Case Files

Description:  Records documenting the regulation of the purchase, possession, and use of explosives by individuals and companies.

Retention:  3 years

Vital Record:  FALSE


1983-0006 | Fire Loss Reporting System Quarterly Report Files

Description:  Documents relating to maintaining quarterly reports of fire losses sustained by fire insurance companies.

Retention:  5 years

Vital Record:  FALSE


1982-0544A | First-Time Application Batch Reports

Description:  Documents relating to fees paid for individuals applying for insurance licenses sponsored by a specific insurance company.

Retention:  3 years

Vital Record:  FALSE


1989-0064 | Foreign Compay Examination Work Papers

Description:  Examinations conducted under 0. C.G.A. 33-2-11.

Retention:  6 years

Vital Record:  FALSE


0408-0004 | Form A Case Files

Description:  Form A cases involve insurance company and/or other insurance-related entity acquisitions.

Retention:  10 years

Vital Record:  FALSE


0408-0003 | Fraud Investigative Files

Description:  Fraud investigative files involve the investigation, administration, and/or disposition of potential fraudulent activities by the Enforcement Division.

Retention:  7 years

Vital Record:  FALSE


1988-0001 | Georgia Crime Information Council Criminal History Reports

Description:  Criminal histories requested as part of arson investigations.

Retention:  Place in investigative file if information is relevant. Otherwise, destroy

Vital Record:  FALSE


1982-0359 | Georgia Insurance Company Files

Description:  Documents relating to the registration of insurance companies and the appointment/termination of authorized agents.

Retention:  1 year

Vital Record:  FALSE


1980-0243 | Hearing Files for Promulgation of Rules and Regulations

Description:  Records documenting the rule making process.

Retention:  Permanent

Vital Record:  FALSE


1973-0137A | Inactive Georgia Mobile Home Dealers Files

Description:  Documents relating to the administration of the Uniform Standards Code for Factory Manufactured Movable Homes. These dealers no longer conduct business in Georgia and have been declared inactive.

Retention:  30 years

Vital Record:  FALSE


1973-0140A | Inactive Mobile Home Manufacturers Files

Description:  Documents relating to the administration of the Uniform Standards Code for Factory Manufactured Movable Homes. These manufacturers no longer conduct business in Georgia and have been declared inactive.

Retention:  30 years

Vital Record:  FALSE


1988-0023 | Individual Risk Filings Received from Property and Casualty Insurance Companies

Description:  Records documenting the issuance of individual risk policies as required by O.C.G.A. 33-9-32.

Retention:  7 years

Vital Record:  FALSE


0408-0008 | Industrial Loan Case Files

Description:  Industrial loan cases involve the adjudication and/or disposition of industrial loan activity.

Retention:  7 years

Vital Record:  FALSE


0408-0012 | Insurance Agency Case Files

Description:  Comprehensive record of digitally indexed licensing documents archived into the department's Agency Document Management Applications.

Retention:  6 years after record closed. See Instructions for exceptions.

Vital Record:  TRUE


0000-0039A | Insurance Agent Case Files

Description:  Documents relating to the recording of agents licensed to sell insurance in Georgia.

Retention:  5 years after declared inactive

Vital Record:  FALSE


0408-0014 | Insurance Agent Case Files

Description:  The Insurance Agent Case Files is a comprehensive record of digitally indexed licensing documents archived into the department's Agents Document Management Applications.

Retention:  6 years after record closed. See Instructions for exceptions.

Vital Record:  FALSE


1983-0069 | Insurance Agents & Insurance Company Refunds

Description:  Documents relating to refunds to insurance agents or companies for first time applications and renewal applications; refunds to insurance companies for agents they are appointing for the first time with their company.

Retention:  4 years

Vital Record:  FALSE


1976-0302A | Insurance Agents License Files

Description:  Agency copy of the license issued to the insurance agent.

Retention:  1 year after renewal of license and completion of audit

Vital Record:  FALSE


1976-0303 | Insurance Agents License Renewal Forms (Duplicate Copy)

Description:  Duplicate copies of the agents license renewal form, filed alphabetically by agent.

Retention:  1 month and superseded

Vital Record:  FALSE


1976-0304 | Insurance Agents Qualification Records (Agents Printout)

Description:  Listing of all insurance agents licensed in the State of Georgia.

Retention:  2 years

Vital Record:  FALSE


1982-0543 | Insurance Agents Renewal Sendbacks

Description:  Documents relating to annual individual agent insurance renewal applications that have been returned to the agent for correction.

Retention:  3 years

Vital Record:  FALSE


1981-0145 | Insurance Company Bond Registry Card Files

Description:  Deposits of securities of insurance companies doing business with the State of Georgia.

Retention:  5 years after company has satisfied all obligations to policyholders

Vital Record:  FALSE


1981-0366 | Insurance Company Card Files

Description:  Documents listing inquiries received from citizens against a specific insurance company.

Retention:  4 years

Vital Record:  FALSE


1976-040A | Insurance Company Charter Files

Description:  Corporate charters, certificates of authority and other documents relating to the licensing and regulation of insurance companies in Georgia.

Retention:  Permanent

Vital Record:  FALSE


1977-0435 | Insurance Company Denied Charter Files

Description:  Disapproved applications from insurance companies wishing to do business in Georgia.

Retention:  2 years

Vital Record:  FALSE


2000-0014-01 | Insurance Company Examination Work Papers

Description:  Documents gathered during the conduct of an examination or audit.

Retention:  10 years

Vital Record:  FALSE


1982-0361 | Insurance Company Licenses

Description:  Licenses issued to insurance companies allowing them to operate within the State of Georgia.

Retention:  20 years

Vital Record:  FALSE


1981-0144 | Insurance Company Security Deposit Receipts and Correspondence

Description:  Documents relating to deposits, substitutions and addition 1 deposits.

Retention:  For years ending in 0 and 5, 20 years

Vital Record:  FALSE


1977-0388 | Insurance Complaint and Investigation Files

Description:  Documents relating to the investigation of complaints brought against insurance companies by citizens.

Retention:  4 years

Vital Record:  FALSE


1981-0367 | Insurance Duplicate Cards (Cross-Reference File)

Description:  Documents listing all citizens who have made a complaint and/or inquiry to the Claim and Investigation Division against an insurance company.

Retention:  4 years

Vital Record:  FALSE


0408-0013 | Insurance Education Providers Case Files

Description:  The Insurance Education Providers Case Files is a comprehensive record of digitally indexed education provider documents archived into the department's Education Providers Document Management Applications.

Retention:  6 years after record is closed (when provider goes to inactive status).

Vital Record:  TRUE


1988-0022 | Insurance Expense Exhibits Received from Property and Casualty Insurance Companies

Description:  Records documenting the expenses incurred and losses paid for the current calendar year for the state of Georgia and countrywide.

Retention:  Permanent

Vital Record:  FALSE


1979-0176 | Insurance Holding Company Systems Files

Description:  Records documenting the registration of insurance holding companies.

Retention:  7 years

Vital Record:  FALSE


1983-0068 | Insurance Manual Money Receipt Books

Description:  Records documenting the sell of insurance study manuals to the consumer.

Retention:  1 year and completion of audit

Vital Record:  FALSE


1975-0183 | Investigator’s Daily Diary Files

Description:  Records documenting the daily activity of investigators.

Retention:  2 years

Vital Record:  FALSE


0000-0072 | Licensed Explosives Dealers and Users Case Files

Description:  Records documenting the licensure of explosive dealers and persons using explosives.

Retention:  10 years

Vital Record:  FALSE


1973-0138A | Licensed Georgia Mobile Home Dealers Files

Description:  Records documenting those licensed dealers in the state.

Retention:  30 years

Vital Record:  FALSE


1973-0135A | Licensed Georgia Mobile Home Manufacturers Master Files

Description:  Documents relating to the administration of the Uniform Standards Code for Factory Manufactured Movable Homes.

Retention:  30 years

Vital Record:  FALSE


0000-0069A | Life and Accident /Health Insurance Policy Forms Files

Description:  Documents relating to the analysis and approval of policy forms of life and health/accident insurance companies.

Retention:  100 years

Vital Record:  FALSE


1981-0126 | Life Companies Premium Tax Returns and Correspondence

Description:  Documents relating to the collection and audit of premium taxes for foreign and domestic insurance companies.

Retention:  25 years

Vital Record:  FALSE


0408-0002 | Life Insurance Companies Premium Tax Returns and Correspondence Files

Description:  Documents relating to the collection and audit of premium taxes for foreign and domestic insurance companies.

Retention:  10 years

Vital Record:  FALSE


0000-0040 | Liquified Petroleum Gas Company Case Files

Description:  Documents relating to the regulation of the LP Gas Industry for the storage, handling, use, and transport of LP gas.

Retention:  10 years

Vital Record:  FALSE


1975-0159A | Loan Company Annual Statements

Description:  Documents relating to reporting annual financial status of loan companies.

Retention:  Permanent

Vital Record:  FALSE


0000-0027A | Loan Company Examination Files

Description:  Documents relating to the examination of loan companies.

Retention:  4 years

Vital Record:  FALSE


0000-0037A | Loan Company License Files

Description:  Documents relating to the renewal of licenses.

Retention:  10 years

Vital Record:  FALSE


0000-0028A | Loan Company Tax Reports

Description:  Documents relating to the maintenance of taxation reports on loan companies.

Retention:  5 years

Vital Record:  FALSE


1973-0141A | Mobile Home Manufacturers Complaint Case Files

Description:  Documents relating to the administration of the Uniform Standards Code for Factory Manufactured Movable Homes.

Retention:  30 years

Vital Record:  FALSE


1977-0389 | Non-Admitted Surplus Lines Insurance Carriers Annual Statements

Description:  Documents relating to the review, appraisal, and comparison of annual statements to determine financial stability.

Retention:  4 years

Vital Record:  FALSE


1980-0275 | Orders and Amendments to the Comptroller General’s Rules and Regulations

Description:  Records include copies of the rules and regulations issued under the Administrative Procedures Act.

Retention:  Permanent

Vital Record:  FALSE


0000-0100A | Original Applications for Licensure

Description:  Documents relating to the licensure of loan companies.

Retention:  10 years after company ceases operation in Georgia

Vital Record:  FALSE


1973-0136A | Out-of-State Mobile Home Manufacturers Master Files

Description:  Documents relating to the administration of the Uniform Standards Code for Factory Manufactured Movable Homes.

Retention:  30 years

Vital Record:  FALSE


1983-0007 | Owner/Occupant Index Files

Description:  Documents relating to maintaining a cross-reference to the Case Action Investigation Report Files and to maintaining a continuing record of individuals involved in arson investigations for use in future arson investigation cases.

Retention:  75 years

Vital Record:  FALSE


1988-0025 | Permit Renewals and Re-exam Permit Applications

Description:  Records documenting the renewal of expired permits and applications for re-examination of failed exams.

Retention:  8 years

Vital Record:  FALSE


1988-0021 | Policies and Forms Received from Property and Casualty Insurance Companies

Description:  Records consist of approved forms and endorsements related to policies.

Retention:  25 years

Vital Record:  FALSE


1977-0436 | Premium Finance Copany Charters and Correspondence

Description:  Records documenting the licensing and regulation of premium finance companies.

Retention:  6 years

Vital Record:  FALSE


1981-0413 | Preneed Funeral Service Contract Sales Re-Authorization Files

Description:  Documents relating to the licensing of funeral homes selling preneed funeral services.

Retention:  2 years after receipt of annual application for renewal of certificate of authority

Vital Record:  FALSE


1978-0211 | Proceedings of the National Association of Insurance Commissioners

Description:  Records documenting the annual and semi-annual meetings of the NAIC.

Retention:  Permanent

Vital Record:  FALSE


1989-0030 | Quarterly Financial Statements (Casualty, Title Companies)

Description:  Records consist of quarterly statements of the finances of casualty and title companies.

Retention:  3 months and superseded

Vital Record:  FALSE


1989-0029 | Quarterly Financial Statements (Life, Fraternal, Non-Profit, HMOs)

Description:  Records consist of quarterly financial statements for various types of insurance companies.

Retention:  1 year

Vital Record:  FALSE


0000-0029 | Quarterly Insurance Reports

Description:  The quarterly insurance report provides information by company on the amount of loans made; insurance premiums charged; refunds and net premiums; number and amount of claims; and per cent of claims paid to net premiums.

Retention:  5 years

Vital Record:  FALSE


0000-0033 | Quarterly Insurance Reports Files (Form IL-13)

Description:  To provide day-to-day administration of the Law, Rules and Regulations as they apply to the Industrial Loan industry in Georgia.

Retention:  5 years

Vital Record:  FALSE


1983-0071 | Quarterly Premium Tax Returns GID-12A Audit Copies

Description:  Documents relating to quarterly premium tax returns by insurance companies licensed to do business in Georgia.

Retention:  Retain until completion of audit.

Vital Record:  FALSE


1977-0047 | Rate Examination Reports

Description:  Reports examining insurance company compliance with the Open Competition Rating Law.

Retention:  10 years

Vital Record:  FALSE


1988-0020 | Rates Received from Property and Casualty Insurance Companies

Description:  Rate filings showing rates for a particular type of insurance and instructions for applying these rates.

Retention:  25 years

Vital Record:  FALSE


1979-0124 | Reports of Examination of Domestic Insurance Companies

Description:  Reports documenting the audit of domestic insurance companies.

Retention:  Permanent

Vital Record:  FALSE


1979-0125 | Reports of Examination of Foreign Insurance Companies

Description:  Reports documenting the audit of foreign insurance companies.

Retention:  Retain until superseded.

Vital Record:  FALSE


1979-0087A | Requests for Certificate of Authority

Description:  Documents requesting authority to sell certain types of insurance for a paritcular company.

Retention:  4 years

Vital Record:  FALSE


1985-0069A | Requests for Certificate of Authority

Description:  Processing Certificate of Authority appointments of agens to represent specific companies.

Retention:  Documents: Retain until verification of film. Microfilm copies: 7 years.

Vital Record:  FALSE


1985-0069 | Requests for Certificates of Authority

Description:  Records documenting the appointment of agents to represent an insurance company.

Retention:  7 years

Vital Record:  FALSE


1985-0070 | Resident and Non-Resident Insurance License Renewal Applications

Description:  Documents the annual renewal of insurance company licenses.

Retention:  3.5 years

Vital Record:  FALSE


1979-0114 | Revenue Receipts Ledgers and Supporting Documents

Description:  Records documenting the receipt and deposit of funds.

Retention:  2 years and completion of audit

Vital Record:  FALSE


0408-0009 | Rulemaking Case Files

Description:  Rulemaking cases involve the adoption of insurance regulations.

Retention:  5 years

Vital Record:  FALSE


0408-0010 | Safety Fire Case Files

Description:  Safety fire cases involve the adjudication and/or disposition of safety fire activity.

Retention:  7 years

Vital Record:  FALSE


1982-0360 | Service of Legal Process (Suits and Summons)

Description:  Complaints filed on insurance companies served on the Commissioner.

Retention:  10 years

Vital Record:  FALSE


0000-0038 | State Fire Marshall Correspondence Files

Description:  The initiation and administration of the State's arson investigation, fire safety inspection, licensing and regulatory programs as directed by law.

Retention:  Permanent

Vital Record:  FALSE


0000-0194A | Surplus Lines Affidavits

Description:  Documents relating to the collection of premium taxes.

Retention:  7 years

Vital Record:  FALSE


Georgia Archives, 5800 Jonesboro Road, Morrow, GA  30260
www.georgiaarchives.org