FSRA broker examination evidence for client files

Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.

Frequently asked questions

Does FSRA examine individual insurance brokers?

Generally no. FSRA does not have direct regulatory oversight of individual RIBO brokers in the same way RIBO does. Under the Registered Insurance Brokers Act, FSRA conducts an annual examination of RIBO's affairs. Brokerage books and records are examined by RIBO (including spot checks under Regulation 991). Brokers remain subject to FSRA rules such as Take-All-Comers and UDAP where they apply.

What do RIBO spot checks commonly look for in personal-lines files?

Written proof of mandatory disclosures no later than quote time, TAC quote documentation (including lowest-rate and rationale notes where relevant), evidence customers could access CISRO Principles and the RIBO Fact Sheet, and coherent BMS/file notes. Confirm current RIBO guidance with your principal broker.

Is the 57% disclosure finding still cited?

RIBO's 2023–24 spot-check findings (61 completed checks) reported that more than half of brokerages (57%) lacked written disclosure documentation in client files. Treat that as a published finding snapshot — verify current RIBO communications for newer results.

How far back should files be organized?

RIBO Guidance 004 (TAC) states consumer files should be retained for a minimum of six years, and longer where contract or privacy obligations require. Principal brokers should confirm current retention expectations for each line of business.

Does Hivi-X replace a BMS?

No. Hivi-X handles document collection and QC. Export completed packages into Applied Epic, Vertafore, Power Broker, or your BMS client folder per brokerage policy.

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