N.Y. Comp. Codes R. & Regs. tit. 15 § 34.5
An insurance company or servicing agent shall first be certified by DMV that its notices are compliant with ANSI X12 V3050 811 and DMV MVLIR specifications and standards.
An insurance company or servicing agent shall submit LOD notices using the actual effective date, as defined in this Part, to the department for each vehicle registered in New York State that is insured under a NYS liability insurance policy as of the date that such notices are generated by an insurer. The initial load transmission shall be comprised solely of LOD notices and shall conform to the technical filing and other specifications as provided for in this Part including DMV's MVLIR implementation guide.
An insurance company shall initially load its NYS book of business, except as provided for herein, no earlier than June 12, 2000 and no later than September 12, 2000. An insurance company shall initially load its book of business for vehicles insured under a composite rated policy no later than February 28, 2001. Failure to successfully load its NYS book of business as required herein shall be a violation of this Part.
LOD transactions shall be formatted in accordance with this Part and DMV's MVLIR specifications.
Initial loading by insurance companies.
Alpha information must be upper case. The data set name must be IIES.INITIAL.LOAD. Cartridges are to be processed on an IBM ES9000 system using 3480 cartridge drives and shall be compatible with this equipment.
Alpha information must be upper case. The data set name must be IIES.INITIAL.LOAD. Reels are to be processed on an IBM ES9000 system using 3420 tape drives and shall be compatible with this equipment. The data set must be a fixed length file containing fixed length records at a minimum of 80 bytes per record. The file can contain up to a maximum of 32,760 fixed byte records. The data set can be unblocked or blocked up to a factor of 32,760. Each cartridge/tape will contain its own enveloping/interchange limited to 50,000 vehicles total. The cartridges/tapes must be prepared as if they were to be processed individually. Please note that the above scenario will apply to initial loads only. Future reporting will be sent as one enveloping/interchange. Effective September 13, 2000, 3420 reel tapes shall not be accepted for initial loading.
The external label shall indicate: initial IIES load, insurance company name(s), servicing agent name (if applicable), IIES technical contact name and telephone number, tape identification number and the number of notices on the tape. The recording characteristics (logical record length and block size) are required for each cartridge or tape.
A two-part receipt along with a self addressed return envelope must accompany each magnetic initial load cartridge or tape transmitted to the department by an insurance company or servicing agent. Such receipt must contain the following information:
Items (1) through (5) must be completed by the insurance company or servicing agent. Items (6) and (7) are for DMV use. Part 1 of the receipt will be retained by DMV. Part 2, when duly endorsed and dated upon delivery and returned to the insurance company or servicing agent, shall constitute proof of receipt of cartridge or tape.
The department shall receive insurance company initial load cartridges or tapes during official business hours (8:15 a.m. to 4:30 p.m., Monday through Friday, excluding State holidays) at the address in this subdivision. Such tape shall be sent to DMV in boxes or mailers suitable for this purpose.
New York State Department of Motor Vehicles
Division of Data Preparation and Control, QC
IIES Project
Six Empire State Plaza
Albany, NY 12228
DMV shall return insurance company initial load tapes after processing in a timely manner via U.S. Mail or parcel delivery service.
Output transactions shall be generated by DMV on tape in X12-811 format in accordance with this Part and DMV MVLIR specifications. DMV shall produce 3,480 cartridges or 3,420 reels that correspond to the media submitted by the insurance company or servicing agent. Reel tapes shall not be accepted by DMV after September 12, 2000. DMV owned output tapes shall be returned to DMV using the address in this section within 30 days of receipt by an insurance company or servicing agent.
An insurance company or servicing agent shall resubmit unmatched LOD notices (certain edit errors and unresolved no-hit exceptions) from a successful load using a DMV assigned tracking number, as required by this Part, via VAN to DMV's VAN mailbox using the proper account number and user ID. An insurance company or servicing agent shall resubmit an unsuccessful LOD submission (translator/997 edit error) using magnetic tape as prescribed in this Part. Resubmissions shall be transmitted to DMV in accordance with the time frames prescribed by this Part.
Following a successful loading of its book of business or any portion of its book of business, e.g., personal lines, an insurance company shall fully comply with ongoing reporting (NBS, REI and XLC notices) requirements in accordance with prescribed time frames, including responding to DMV initiated mandatory verification (MVF) transactions for its entire book of business, including any vehicles insured under a composite rated fleet policy. An insurance company shall begin reporting required ongoing notices (new business, reinstatement and cancellation) and responding to DMV initiated MVF notices, in accordance with this Part, starting no later than September 13, 2000.
Such an insurance company shall initially load its current book of business no later than February 28, 2001. However, such insurance company shall pass trading partner certification to demonstrate compliance with the technical filing specifications, including DMV's MVLIR implementation guide no later than September 12, 2000. Such insurance company shall report required ongoing notices (new business, reinstatement and cancellation) to DMV in accordance with this Part and respond to DMV initiated mandatory verification transactions starting no later than September 13, 2000.
Such insurance company shall not submit LOD transactions to DMV. Rather, such insurance company shall report all other required transactions to DMV and respond to DMV initiated MVF transactions on an ongoing basis, within prescribed time frames, as required by this Part.
N.Y. Comp. Codes R. & Regs. Tit. 15 § 34.5