Sec. 31.16.09.04. Report Format and Content

A. The report required by Regulation .03A of this chapter shall be filed on letterhead of the insurer, dated, and certified and affirmed under oath by the chief executive officer, or comparable officer, of the insurer as:

(1) Being true and not misleading; and

(2) Containing the most accurate information available at the time of the submission of the report.

B. The report required by Regulation .03A of this chapter shall include the following:

(1) A paragraph identifying the insurer, stating the insurer's:

(a) Name;

(b) Address;

(c) Telephone number;

(d) Fax number;

(e) E-mail address; and

(f) NAIC number and website URL, if any, for the main office of the insurer making the report;

(2) A contact person with the insurer, including the contact person's:

(a) Title;

(b) Address;

(c) Telephone number;

(d) Fax number; and

(e) E-mail address;

(3) The research methodology used in generating and preparing the report, including:

(a) A description of the methods employed by the insurer to identify and compile the records and information that are responsive to this chapter; and

(b) A description of the research which was conducted at the insurer's own facility as well as a description of research which was conducted at other facilities known to the insurer;

(4) If the insurer has found no responsive data, it shall so state;

(5) The names of slaves, in alphabetical order, in the following order:

(a) Last name;

(b) First name;

(c) The name of the slaveholder, beneficiary, policyholder, or all of them;

(e) The county or parish in which the slave resided;

(f) The state in which the slave resided; and

(g) Any other identifying information;

(6) The names of slaveholders, in alphabetical order, in the following order:

(a) Last name;

(b) First name;

(c) The county or parish in which the slaveholder resided;

(d) The state in which the slaveholder resided; and

(e) Any other identifying information; and

(7) The policy information, including:

(a) Copies of all records and documents regarding insurance policies issued to slaveholders that provided coverage for injury to or death of slaves; and

(b) Translations of any records or documents in any language other than English, along with a copy of the document together with a certified translation.

C. An original plus one copy of the reports generated pursuant to §A of this regulation shall be filed on paper and mailed to the Maryland Insurance Administration, Slavery Era Insurance Registry, 200 St. Paul Place, Suite 2700, Baltimore, MD 21202.

D. The sections of the reports outlined in §B(5), (6), and (7) of this regulation shall also be submitted in the electronic format approved by the Commissioner.