DMV Subject Matter List

New York State Department of Motor Vehicles (DMV)
Subject Matter List of DMV Records

Updated January 26, 2017

 

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
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: appeal of a DMV determination on traffic infractions, administrative hearings, FOIL requests

Type of Record
  • Traffic Violations Bureau (TVB) appeals
  • Administrative appeals
  • FOIL appeals
  • Repair Shop Review Board 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

 

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 and portions of Suffolk County

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
  • 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
  • Drug suspensions
  • 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