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Department Home | Agent and Agency Home | Insurance Insights Home

  Vol. 7 No. 1 January 2018

In The Know
- Keeping you informed is what it's all about


Title Agency Data Call 2018

2018 marks the fourth year title insurance agencies are required to submit information to the Florida Office of Insurance Regulation (OIR) under the data call required by section 627.782(8), Florida Statutes. Title agencies have until June 1, 2018 to make their submission to the OIR. The OIR will send an email to each licensed title agency in Florida to remind them of the new law with instructions on how to complete the process accurately.

The Title Agency Data Call is performed by the title agency by first downloading the template from the OIR website to complete offline. To do this, the agency will need to create an account and subscribe to your agency in the Data Collection and Analysis Modules (DCAM) used by the OIR, which is located at https://apps8.fldfs.com/DCAM/Logon.aspx.

(The user's guide for DCAM is located at: https://apps8.fldfs.com/DCAM/Help/DCAMUserGuide.pdf)

Once the agency's data template form is completed and the agency is ready to certify it is accurate, the agency must upload the form to the OIR before the deadline, June 1, 2018.

The data template has seven tabs or worksheets:

  1. Version: includes the OIR contact information and reporting date reminder
  2. Instructions: data template must be downloaded from DCAM for the purpose of reporting information
  3. Report_Lines: Two columns extend down a series of questions and required responses (enter either text or numeric in the two columns, as shown)
  4. Schedule A: Additional agency information
  5. Schedule B: Agent activities
  6. Schedule C (Residential): Title agent statistical information submission for 1-4 residential units
  7. Schedule C (Commercial): Title agent statistical information submission for commercial units

Each agency's submission must contain a Filing Certification signed by an agency officer (electronic signature accepted), stating the information provided is accurate to the best of their knowledge and belief. A sample copy is available on the OIR's website at:  www.floir.com/siteDocuments/CertificationOfTitleDataSubmissionExample.pdf

The agency may include a cover letter, but this is an optional component for the filing.

Each agency is encouraged to include any additional or optional information that is deemed important to the overall submission. These optional items may be uploaded as PDF documents under the "Other Information/Documents" component.

It is important to know that the agency's submission is not considered to be complete until the agency receives an email receipt showing the agency's file log number.

If you have any questions regarding this filing process, please contact the OIR's Market Data Collections Unit at 850-413-3147 or via email: TitleAgencyReporting@floir.com.


Assumed or Fictitious (D/B/A) Names Must be Reported to Us

An assumed or fictitious, "doing business as" business name, is not a separate legal entity and is not required to hold a separate agency or firm license. However, the Department must be informed of the intent to use an alternate name, whether when first applying for an agency license or after a license has been issued.

After an agency license is effective, an agency using a fictitious name must report the name in writing to the Bureau of Licensing and provide evidence that the name has been established by the state agency responsible for maintaining those records - in Florida, fictitious names are filed with the Florida Department of State, Division of Corporations. Include a copy of the fictitious name filing when notifying the Department of the intent to change the agency's business name to include the fictitious or "D/B/A" name. Requests for name changes should be sent to AgentLicensing@MyFloridaCFO.com.


Department Contacts for Compliance Guidance and Licensee Complaints

The Division offers several email addresses that allow our licensees to direct their compliance questions to the appropriate sections to provide the fastest response from us. Complaints about other licensees by licensees should also be directed to the appropriate email address.

Title@MyFloridaCFO.com - for title insurance agents and agencies

BailBond@MyFloridaCFO.com - for bail bond agent and agencies

Adjusters@MyFloridaCFO.com - for all types of insurance adjusters and adjusting firms

askDFS@MyFloridaCFO.com - for general compliance questions unrelated to licensing or education

Using these valuable email addresses properly will allow the Division to respond to your inquiry as quickly and comprehensively as possible because the emails are directed to team members with the appropriate knowledge and experience in the specific subject matter.


Keeping Your Clients' Confidential Information Confidential

We'd like to remind licensees that many business equipment machines, particularly digital copiers and fax machines have hard drives - like the one on your personal computer - which can contain large amounts of data and images with sensitive and confidential information about your clients (social security numbers, bank account numbers and other financial information, medical records, medication histories, etc.). Obtaining the equipment's hard drive could be the one thing someone aiming to commit identity theft needs. We recommend that you make certain confidential information is destroyed or "scrubbed" before selling or returning the equipment to a leasing firm. Many of the major manufacturers offer security or encryption packages with their products. Please protect yourself and your clients.

online sunshineThe 2017 Florida Statutes Are Available Online

The Florida Statutes can be viewed at Online Sunshine



Legal Notices 2018 Florida Department of Financial Services