DMV Subject Matter List
New York State Department of Motor Vehicles (DMV)
Subject Matter List of DMV Records
Updated January 9, 2024
This is a list by subject matter of DMV records and is created, in accordance with Public Officer's Law section 87 (3) (c). It is not intended to be an exhaustive list of all records maintained or kept by DMV.
Information about the provisions of the Freedom of Information Law (FOIL) are available on the Committee on Open Government website at https://www.dos.ny.gov/coog/
List of DMV Records Subjects
Accidents
Administrative Hearings - Safety Hearings
Agency Program Services
Appeals
Audit
Budget and Fiscal
Bus Driver Unit
Call Center/Customer Services
CDL Medical Certification Unit
CDL/PDPS Help Desk
CDL Policy Unit
Communications/Press
Contracts/Data Sharing Agreements
Correspondence
Custom Plates
DMV District/Field Offices
Driver Improvement Bureau
Driver License/Permit/Non-Driver ID
Driver Training Programs
Facility Regulation (Dealership/Repair Shop/Inspection Station Regulation)
Field Investigation
Financial Security (Insurance)
Forms and Publications
Governor's Traffic Safety Committee
Hazardous Material Endorsement
Human Resources
Impaired Driver Program (formerly Drinking Driver Program)
Internal Controls
International Registration Plan (IRP)
Labor Relations
Legal
Material Services (Building Services/Maintenance)
Medical Review
Monthly Reports
Records Access Office/FOIL
Rideshare Unit
Staff Training
Subject Matter Files
Testing and Investigation
Traffic Tickets - Administrative Adjudication
Traffic Tickets – Traffic Safety Law Enforcement and Disposition
Vehicle Inspection
Vehicle Ownership (Title)
Vehicle Registration
Accidents
Description of records: reportable accidents occurring in New York State
Type of Record
- Accident reports (police and motorist)
- Fatal accident cases
Administrative Hearings - Safety Hearings
Description of records: hearings regarding fatal accidents, chemical test refusals, dealerships, repair shops, inspection stations, persistent violators, and other non-moving violation infractions
Type of Record
- Case files
- Hearing recordings
- Transcripts
- Findings
Agency Program Services
Description of records: program analysis and evaluation, forms design, data and statistical services and web design and performance
Type of Record
- DMV statistics
- Program evaluation files
- Enhanced driver license (EDL) also known as WHTI
- REAL ID
Appeals
Description of records: records pertaining to appeals of DMV Traffic Violation Bureau determinations (Vehicle and Traffic Law [VTL] Art 2-A), administrative determinations (VTL Articles 3-A, 12-A, and 17-A), and FOIL denials
Type of Record
- Traffic Violations Bureau (TVB) appeals
- Administrative appeals
- Repair Shop Review Board appeals
- FOIL appeals
Audit
Description of records: audits of DMV programs and external use of DMV records
Type of Record
- Audit work papers and reports
Budget and Fiscal
Description of records: revenues, expenditures and purchasing at DMV
Type of Record
- Revenue reports
- Expenditure reports
- Budget documents
- Purchasing records
- Grants
Bus Driver Unit
Description of records: certification of bus drivers under Article 19-A of the Vehicle and Traffic Law
Type of Record
- Article 19-A record reviews
- Article 19-A records
- Article 19-A, Special Requirements for Bus Drivers – Forms and information housed in the DMV Central Office
- Certified examiner records
- Bus driver re-exams
- Escort certification records
Call Center/Customer Services
Description of records: operations of DMV call centers
Type of Record
- Call Center records
CDL Medical Certification Unit
Description of records: medical documentation for NY State CDL holders
Type of Record
- USDOT Medical Examiner Certificates
- Medical variances issued/rescinded by FMCSA
- Self-certification of commercial driving type
CDL/PDPS Help Desk
Description of records: national record keeping on commercial and non-commercial drivers
Type of Record
- Out-of-state convictions/withdrawals
- Out-of-state receipts of compliance
- CDLIS reports
- PDPS reports
CDL Policy Unit
Description of records: CDL policies, statutes and regulations
Type of Record
- CDL regulations
- CDL NY State Vehicle & Traffic Law
Communications/Press
Description of records: media, press, publications and public outreach
Type of Record
- Annual report
- Brochures
- Photos
- Press events
- Printed materials
- Show and exhibit records
- Video production
Contracts/Data Sharing Agreements
Description of records: contractual obligations or agreements between the Department and third parties
Type of Record
- Bids/Bidding
- Contract award documents
- Contract Reporter posting
- Contractual services
- Memorandums of Agreement or Understanding
- Procurement Lobbying Law documents
- MWBE reports
Correspondence
Description of records: letters between DMV and the public or certain audiences
Type of Record
- Commissioner's correspondence
- Correspondence with the public
- Series memos
Custom Plates
Description of records: issuance of custom designed and personalized license plates
Type of Record
- Offensive Plates list
- Official Plates list
DMV District/Field Offices
Description of records: DMV issuing offices (offices that have public access counters and that conduct business related primarily to issuing driver licenses, registrations and titles)
Type of Record
- Annual employee performance evaluations
- Attendance log book (call-ins, approved leave, etc.)
- Blank weekly schedule (Albany District Office form)
- Cash distribution sheet
- Computer outages
- Court appearances
- DFI log book (confiscated documents suspected of being fraudulent, FI-8s, etc.)
- Directions to Road Test Locations
- Directions to Swan St Office (Albany DO form)
- Distribution list
- Document Scanning Workstation records
- Emergency preparedness and evacuation
- Employee sign-in sheet
- Evacuation plans
- Field Operations compiled wait time reports
- Inventory reports
- Invoices/Receipts
- Kudos
- Letter of Permission Title/Lienholder
- Mail files
- Manual work
- Mismatched plates
- Monthly activity
- Monthly audit sheet
- MVLE work performance records
- Office incidents
- Parking records
- Postage report book
- Probation reports
- Processing centers – Drop off/Pick-up bulk work log, incoming mail log, list of authorized PSBs, Memorandums of Understanding
- Q-Matic reports ("take a number" system)
- Reconciliation activity
- Reconciliation records
- Records of theft/loss of state assets
- Regional Log Book (expedited transactions (police, legislative referrals, etc.)
- Reports for interlock and paperless transactions
- Signature samples
- State vehicle monthly user record
- Systematic Alien Verification for Entitlements (SAVE)
Driver Improvement Bureau
Description of records: issuance of suspension or revocation of a license or permit to operate a vehicle on public roads in New York State
Type of Record
- Closed correspondence
- DRA exception reports
- DRA credit card chargebacks
- Drug suspensions
- MV-134's
- Scofflaw orders on license
- Scofflaw orders on commercial registrations
- Abandoned vehicle suspensions
- Conditional/Restricted privilege batches
- Hardship privilege batches
- DDP completions/drops/re-entry letters
- Files on CDL test cheaters
Driver License/Permit/Non-Driver ID
Description of records: issuance, suspension or revocation of a license or permit to operate a vehicle on public roads in New York, or concerning the issuance of an identification card that does not confer driver status
Type of Record
- Accident during road test
- Application for license, permit, non-driver ID
- License/driving abstracts
- License suspensions/revocations
- On-Line Knowledge Testing applications (OKTA)
- Re-examination reports
- Re-exams based on reasonable grounds
- Requests for driver license review
- Road test results
Driver Training Programs
Description of records: regulation of entities that offer point insurance reduction courses, driving instruction and driver education
Type of Record
- Instructor applications
- Hearing/suspension/revocation cases
- Complaints
- Point-Insurance Reduction Program data
- Point-Insurance Reduction monitoring reports
- Pre-licensing course
- Driving school applications
- NYSED DTSE (driver traffic and safety education) applicant driving record reviews
Facility Regulation (Dealership/Repair Shop/Inspection Station Regulation)
Description of records: regulation of dealerships, repair shops, certified vehicle inspectors, scrap collectors, and other businesses regulated by DMV
Type of Record
- Certified Inspector and Body Damage estimators
- Facility cases
- Facility files
- Retail Certificates of Sale
- Dealer/transporter plate requests
Field Investigation
Description of records: enforcement of motor vehicle laws by DMV
Type of Record
- Auto theft
- Employee threats
- Facial recognition
- Fingerprinting of employees
- Fraudulent documents
- Fraudulent leases
- Fraudulent vehicle purchases
- ID theft (DMV related)
- Investigations
- Malfeasance
- Workplace violence
Financial Security (Insurance)
Description of records: providing proof of insurance coverage needed to operate a motor vehicle in New York State
Type of Record
- Department of Taxation suspensions
- Insurance Information and Enforcement System (IIES) processing – submitted document
- IIES metrics reports
- Insurance company contacts
- Judgment cases
- Request for insurance information (Accidents)
- Resolution and Power of Attorney (FS-13) filings
- Revocation cases
- Self-insurance applications
- Truck mileage tax suspensions
- Uninsured accident cases
- Uninsured operation cases
- WISE processing reports
Forms and Publications
Description of records: Public and non-public use forms and publications related to DMV transactions, policy and procedure
Type of Record
- Non-public use forms
- Public use forms
- Publications
- Pamphlets and brochures
Governor's Traffic Safety Committee
Description of records: awards of federal highway safety grant funds to local, state and not-for-profit agencies for projects to improve highway safety and reduce deaths and serious injuries due to crashes
Type of Record
- Data reports
- Grants
- Highway safety programs
- Special traffic options program for driving while intoxicated
Hazardous Material Endorsement
Description of records: application for an endorsement to operate a vehicle containing hazardous material
Type of Record
- HAZMAT applications
- Fingerprint/Hazmat (record of all fingerprints performed for Hazmat applicants)
- Record of convictions/Transportation Security Administration Record of Response
Human Resources
Description of records: staffing the Department of Motor Vehicles
Type of Record
- Civil Service exam files
- Classification files
- Copies of approved additional employment
- Counseling/Discipline
- Health insurance files
- Inactive employee history files
- LATS time cards
- Leave/separation files
- List canvass files
- Medical documentation files
- Payroll files
- Performance reviews
- Personal employee files
- Recruitment files
- Reports of Workplace Accidents
- Seniority list
- Staffing files
- Temporary document file
- Time card files
- Transfer request
- Unsatisfactory performance appeals files
- Vacation request form
- Work received
- Work schedule
- Workers' compensation files
Impaired Driver Program (formerly Drinking Driver Program)
Description of records: Program that provides education and rehabilitative services to people convicted of alcohol/drug related driving violations
Type of Record
- Impaired Driver Program (IDP) program application
- Instructor applications
- Fiscal reports
- Enrollment reports
- Classroom inspection reports
- Out-of-state equivalent program participation status
Internal Controls
Description of records: promotion of efficient and effective operations and compliance with laws, regulations, contracts and management directives
Type of Record
- Internal control assessment feedback documents
- Internal control self-assessment forms
- Internal control survey forms
- Annual internal control certification (prepared for the Division of the Budget)
International Registration Plan (IRP)
Description of records: registration reciprocity agreement among the continental United States and Canadian provinces which provides payment of license fees on the basis of total distance operated in all jurisdictions
Type of Record
- IRB (International Registration Bureau) account folder
- Customer log
- IRB transactions – Record of Clearinghouse transactions
Labor Relations
Description of records: collective bargaining agreements between DMV management and union represented employees
Type of Record
- Negotiations
- Counseling/Discipline
- Discrimination complaints (Both internal and State Division of Human Rights and Equal Employment Opportunity Commission)
- Reasonable accommodations grievances
- Health and safety
Legal
Description of records: legal documents and records related to administrative or court proceedings
Type of Record
- Bankruptcy
- Commissioner's Regulations
- History files for certain chapters/vetoes
- History files for certain departmentals
- Litigation
- Miscellaneous project documents, reports and manuals
- Office correspondence
Material Services (Building Services/Maintenance)
Description of records: maintenance of DMV occupied buildings
Type of Record
- Layouts for DMV offices in NY State owned buildings
- Lease documents
- Office correspondence
- Swan Street building records
- Vendor files
Medical Review
Description of records: issuance of suspensions/revocations due to low vision, and/or medical issues
Type of Record
- Medical cases
- Low vision cases
- Tinted window cases
Monthly Reports
Description of records: monthly reports from various DMV offices
Type of Record
- Monthly reports from each office
Records Access Office/FOIL
Description of records: FOIL requests, records management
Type of Record
- Freedom of Information Law (FOIL) requests
- Subject matter list
Rideshare Unit
Description of records: regulation of Rideshare / TNC (Transportation Network Company) companies
Type of Record
- Transportation Network Company license application (TNC-1)
- Certificate of Group Insurance Policy
- Proof of Authorization to conduct business in New York
- Sample trade dress / company insignia
Staff Training
Description of records: records related to staff development and training
Type of Record
- Affirmative action
- Americans with Disabilities Act (ADA)
- Automatic External Defibrillator (AED)
- Health and safety
- Sexual harassment prevention
- Training - general
Subject Matter Files
Description of records: files maintained by various offices regarding the subjects of their work
Type of Record
- Subject matter or program files (e.g., Human Resources, Program Analysis, Budget)
Testing and Investigation
Description of records: scheduling and conducting of road or skills tests
Type of Record
- Accident during road test
- Road test results
Traffic Tickets - Administrative Adjudication
Description of records: issuance and disposition of non-criminal traffic tickets in New York City
Type of Record
- Affidavits in lieu of appearance/Statements in place of appearance
- Complaints
- Daily Transaction Listings (DTLs)
- Dispositions
- Evidence/exhibits
- Hearing recordings
- Reconciliation records
- Returned checks
- Scofflaws
- Transaction receipts
Traffic Tickets – Traffic Safety Law Enforcement and Disposition
Description of records: issuance and disposition of traffic tickets in city or town courts outside of the Administrative Adjudication region
Type of Record
- Arrests
- Dispositions
- Convictions (in-state and out-of-state)
- Pending Prosecution Orders
- Scofflaws
Vehicle Inspection
Description of records: safety and emissions inspection of registered vehicles
Type of Record
- Vehicle inspection records
Vehicle Ownership (Title)
Description of records: vehicle ownership
Type of Record
- TST (Title) surrenders
- Titling of a vehicle
Vehicle Registration
Description of records: records pertaining to the registration of a vehicle to operate on public roads in New York State
Type of Record
- Temporary Certificate of Registration (MV-53)
- Temporary dealer registrations
- Registration of a vehicle
- Suspensions/revocations