Agency Schedule Detail

Authorization Number : 760-1041

Agency Series No. : VR-1

Status : Active

Agency Web Link :

Agency : DHS

Confidential Description : Contains Medical information, Social Security numbers, name, address and DOB information, etc.

Division : DHSOBMV

Vital Description :

Section : DHSOBMVREGS

Record Title : Universal Vehicle Registration Applications

Revision : 2

Record Description : Under section 4503.10 of the Ohio Revised Code, any owner of a motor vehicle that operates on the highways shall file each year at a Deputy Registrars office or the Bureau of Motor Vehicles an application for vehicle registration. The application is an all purpose form used for issuing passenger, non-commercial, motor home, motorcycle, house vehicle, commercial truck, commercial trailer, farm truck, bus, transfer, temporary tag registrations, etc.

Retention Period	Retention Justification	Media Code	Method of Disposal
Effective January 1, 2004, all applications generated after this date are to be retained for 2 and 1/2 years from the date of issue, then destroyed. The boxed hard copy applications will be transferred to the ODPS Record Center for storage.		Paper	Recycle
Vehicle Registration Database System (LEADS) - Retain until an individual renews his/her vehicle registration. The current information will overlay the existing record. Transaction Database System - Effective November 1996, all information from vehicle registrations issued by Deputy Registrars will be stored in this system for 3 years from the date of generation, then purged and archived off-site for future use. Print On Demand Electronic Files - Effective January 1, 2004, all electronic registration files generated after this date are to be retained for 2 and 1/2 years from the date of issue, then archived.	The database system is used for vehicle information requests and for corrections.	Electronic	Delete
The microfilm is duplicated, and the original film is stored in the unit. The duplicate microfilm is kept in off-site storage located at the Shipley Bldg. Registration applications issued prior to implementation of Print On Demand (POD) shall be retained for seven years from date of issue, then destroyed. As POD process progresses all microfilm will eventually be destroyed.	Used to establish the needed information for registration of a specified vehicle, and as a source of reference for law enforcement agencies.	Microform	Shred

Approvals

Status	Name	Title	Date
Approved	Gary Hively	Records Coordinator	9/26/2005 2:27:00 PM
Approved	Gary Hively	Records Officer	9/26/2005 2:31:00 PM
Approved	Michael Hardenbrook	Record Administrator	11/25/2005 3:00:00 PM
Approved	Martin Meeks	State Auditor	11/30/2005 11:02:00 AM
Approved	Steve Gutgesell	State Archivist	3/7/2006 1:01:00 PM

Notes

Date	Reason	User