Overview
The UDS F record serves as an annotation linked to an A record at the level of the individual making the claim, similar to I records which contain notes that don’t neatly fit within the claimant-centric structure of UDS.
To facilitate communication, attaching notes relevant to the policy or claim to the first listed claimant for a particular claim is sometimes recommended. This pragmatic approach to data sharing ensures that the information is adequately presented within the claims systems of guaranty funds, provided there’s clear communication about such decisions.
F records are subject to length limitations imposed by UDS, although the original data might exceed these limits. The UDS format includes a “Sequence Number” feature to overcome this limitation and piece together discrete parts of a note into a single record, though this is not always executed effectively. The UDS Data Mapper tool can process an entire note from a CSV file, handling the sequence numbers internally to ensure coherent delivery to the guaranty funds.
Quick Tips
- Claim-level notes can be attached to the 00001 claimant. Since UDS assigns data at the claimant-level, a note attached to a higher level entity like Policy or Claim can just be defaulted to the first claimant (usually the insured).
- The UDS Data Mapper manages Sequence Number internally if you import using a CSV. The Data Mapper’s job is to simplify the UDS distribution process and focuses on importing CSV data instead of fixed length files. CSVs do not have a limitation on column size like UDS does which allows the Data Mapper to accept the entire note at once and split/manage sequence number internally.
- Sometimes metadata about a claim can be attached as a new Note. UDS is known to have a few flaws like limited contact fields which can be supplemented with an Excel file sent separately to the Guaranty Funds. Another alternative is to extract the source notes from the insolvent company, then generate extra notes about each claim as needed before sending. The extra notes did not come from the insolvent company, but appear on the same screens helpful for managing a claim. As long as there is communication with the Guaranty Funds about what New notes are planned, anything is possible.
Record Fields
| No | Field Name | Description | Default To |
|---|---|---|---|
| 1 | RECORD TYPE | The value of this field must be “F” | F |
| 2 | INSOLVENT COMPANY NAIC NUMBER | The unique number assigned by the NAIC to the insolvent company for data tracking purposes | No default allowed |
| 3 | FILE LOCATION STATE | State to which the physicalfile/electronic record is being sent | No default allowed |
| 4 | FILE LOCATION CODE | Location code of the entity to which the physical file/electronic record is being sent | No default allowed |
| 5 | INSOLVENT COMPANY CLAIM NUMBER | Unique number assigned by the insolvent company to the claim | No default allowed. Must be unique |
| 6 | RECEIVER CLAIM NUMBER | Unique number assigned by Receiver to the claim | Blank |
| 7 | CLAIMANT NUMBER | Number assigned by Receiver to this claimant | No default allowed |
| 8 | ENTRY DATE | Date entry was made. Format: YYYYMMDD | 19010101 |
| 9 | NOTE ID NUMBER | Sequence number of notes organized by claimant and date | No default allowed |
| 10 | NOTE LINE SEQUENCE NUMBER | Sequence number for this line for this note id | No default allowed |
| 11 | ENTRY TEXT | File note text | No default allowed |
| 12 | LONG CLAIM NUMBER | Insolvent Company Claim Number if longer than 20 characters | Blank |
| 13 | TPA CLAIM NUMBER | Unique Number assigned by insolvent company’s TPA to the claim | Blank |