Ohio Administrative Code › Title 4501:1 - Bureau of Motor Vehicles › Chapter 4501:1-1 - Driver Licenses › Section 4501:1-1-15 - Record retention policy for deputy registrars

Current through all regulations passed and filed through July 1, 2024
(A)
								 Pursuant to
			 section 4501.021 of the Revised Code,
			 the registrar of motor vehicles hereby determines the methods for collecting,
			 recording, and maintaining the records of deputy registrars that pertain to
			 driver's or commercial driver's licenses, identification cards, and vehicle
			 registrations, including photographic or digitalized images, and electronic or
			 digitalized signatures.
(B)
								 All photographic or digitalized images and electronic
			 or digitalized signatures shall be recorded and maintained electronically on a
			 database maintained by the Ohio department of public safety (department) and
			 bureau of motor vehicles (BMV) and shall be accessible to the deputy registrars
			 by electronic devices furnished and maintained by the department and the
			 BMV.
(C)
								 Applications for driver's or commercial driver's
			 licenses, identification cards, and vehicle registrations shall be recorded and
			 maintained electronically on a database maintained by the department and the
			 BMV and shall be accessible to the deputy registrars by electronic devices
			 furnished and maintained by the department and the BMV. Electronic copies of
			 said deputy registrar records and transactions are available on site through
			 the deputy registrar electronic database system available at every deputy
			 registrar office location. In addition, each deputy registrar shall retain
			 paper copies of all records and transactions performed for the BMV as
			 follows:
(1)
									
			 Paper copies of motor vehicle registration applications, and supporting
			 documents, shall be retained for a period of eighteen months from the date of
			 the record or transaction, whichever is later;
(2)
									 Paper copies of
			 driver's or commercial driver's license applications, identification card
			 applications, and all supporting documents, shall be retained for a period of
			 four years from the date of the record or transaction, whichever is
			 later;
(3)
									 All other paper records shall be retained for a period
			 of three years from the date of the record or transaction, whichever is
			 later;
(4)
									 The registrar shall establish a secure area in which
			 each deputy registrar may retain and store all paper records in accordance with
			 this policy;
(5)
									 For the first six months of each retention period, all
			 paper copies shall be securely stored on the premises at each deputy
			 registrar's agency;
(6)
									 After the first six months and through the end of the
			 retention period, all paper copies shall be stored on the premises at each
			 deputy registrar's agency or at the secure area established by the registrar
			 for each respective deputy registrar. The paper copies shall be transferred
			 from the premises at each deputy registrar's agency to the secure area
			 established by the registrar by a means and on a schedule prescribed by the
			 registrar. The secure storage area established by the registrar shall be
			 utilized and deemed as the deputy registrar's annex storage space;
(7)
									 At
			 the end of the retention period, the registrar may dispose of all paper records
			 pursuant to section 149.34 of the Revised
			 Code;
(8)
									 The disposal of the paper records shall not take place
			 when the registrar has received notice that a court case or other legal action
			 is pending involving such records;
(9)
									 During the time
			 the paper records are stored on the premises at a deputy registrar agency, they
			 shall be available for public examination, but no person may make copies of the
			 records for sale or distribution. After the paper records are transferred to
			 the secure area provided by the registrar, they shall be available for
			 inspection and copying only in compliance with all applicable statutes and
			 rules governing bureau of motor vehicles records, including section
			 4501.27 of the Revised Code,
			 commonly referred to as the Drivers Privacy Protection Act.
Replaces: 4501:1-1-15