Rhode Island Code of Regulations
Title 230 - Department of Business Regulation
Chapter 20 - Insurance
Subchapter 40 - Claims
Part 2 - Unfair Property/Casualty Claims Settlement Practices
Section 230-RICR-20-40-2.4 - File and Record Documentation

1. The insurer shall maintain claim data that is accessible and retrievable for examination. An insurer shall be able to provide the claim number, line of coverage, date of loss and date of payment of the claim, date of denial or date closed without payment. This data must be available for all open files and for closed files for the current year and four (4) preceding years.

2. Detailed documentation shall be contained in each claim file in order to permit reconstruction of the insurer's activities relative to each claim.

3. Each relevant document within the claim file shall be noted as to date received, date processed, or date mailed.

4. For those insurers that do not maintain hard copy files, claim files must be in appropriate electronic media and be capable of duplication to hard copy.