Utah Department of Administrative Services

Division of Archives & Records Service

Utah State Tax Commission. Division of Motor Vehicles

AGENCY: Utah State Tax Commission. Division of Motor Vehicles

SERIES: 7186
TITLE: Vehicle registrations
VARIANT TITLE: Lien documents
VIN sequence
DATES: 1953-
ARRANGEMENT: Chronological, thereunder numerical by internal control number
ANNUAL ACCUMULATION: 150.00 cubic feet.

DESCRIPTION: These registrations document all vehicles registered in the state of Utah. These include registrations for passenger, freight, motor carrier, off-highway, campers, motorcycles, trailers, and other classes of vehicles. Includes inspection certificate numbers, bills of sale, fees paid, annual renewal sticker numbers, exemption certificate numbers, liens, and other registration and ownership records. Registration materials list the make, model, year, and serial number of vehicle and assessed valuation and taxes paid, and registered owner's name and address. Could also include other information related to vehicle registrations.

RETENTION

Retain 15 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed or scanned as digital image and then destroy.

Microfilm duplicate: Retain in Office for 15 years and then destroy.

Microfilm master: Retain in State Records Center for 15 years and then destroy.

Digital image: Retain in Office for 15 years and then delete.

APPRAISAL

Administrative Legal

This disposition is based on the Motor Vehicle division's request that vehicle registrations be kept for 15 years. These records are kept pursuant to UCA 41-1a-115 and 41-1a-116.

PRIMARY DESIGNATION

Protected. UCA 41-1a-116 as per SB 174 (2008).

AGENCY: Utah State Tax Commission. Division of Motor Vehicles

SERIES: 9717
TITLE: Motor vehicle registration system
VARIANT TITLE: MVA
DATES: 1980-
ARRANGEMENT: Alphabetical by owner's name.

DESCRIPTION: This computer system is used by the Motor Vehicle Division for registration of motor vehicles. The system records all motor vehicles registered in the state of Utah. The system includes registration of personal, business, off-road, commercial, aircraft, motor carrier, and farm vehicles. Also includes records of permits, vehicle sales, billings, cashier records, impoundments, vehicle identification number records, and motor vehicle inquiry requests. The information contains the owner's name, address, vehicle identification number, license plate number, and registration information. This system includes financial information on the registered owner which may include lien holder financing and other personal data. Also contains a comment file that includes information on audit collection, investigation, and any other commission generated information. Individual files within the system may be accessed by name or other data elements.

RETENTION

Retain 15 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 15 years and then delete.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the Tax Commission.

PRIMARY DESIGNATION

Exempt. UCA 41-1a-116(1)(a)(2008)

AGENCY: Utah State Tax Commission. Division of Motor Vehicles

SERIES: 10164
TITLE: Motor Vehicle's returned bad checks
DATES: 1985-
ARRANGEMENT: Chronological, thereunder alphabetical by taxpayer name
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: This is a record of dishonored checks which were paid to the Motor Vehicle Division by persons registering vehicles. They contain the check, collection information, bank and account number, owner's name and address, and motor vehicle information.

RETENTION

Retain 15 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 months or until collected upon or written off and then destroy provided documents have been scanned.

Digital image: Retain in Office for 15 years and then delete.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on administrative and legal needs expressed by the agency as well as contracts between the Utah State Tax Commission and the county governments per UCA 59-2-406.

PRIMARY DESIGNATION

Private

AGENCY: Utah State Tax Commission. Division of Motor Vehicles

SERIES: 84745
TITLE: Impound sales and release receipts
VARIANT TITLE: Impound files
DATES: 1979-
ARRANGEMENT: Alphabetical by name, thereunder numerical by vehicle number
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: This is a record of impounded vehicles, releases, payments, and sales of vehicles. Includes impound records receipts, notices of sale, release of impound reports, correspondence, and other materials to control release or sale of impounded vehicles.

RETENTION

Retain 15 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 months and then microfilm or scan then destroy provided microfilm/imaging has passed inspection.

Microfilm master: Retain in State Records Center for 15 years and then destroy.

Microfilm duplicate: Retain in Office for 15 years and then destroy.

Digital image: Retain in Office for 15 years and then delete.

APPRAISAL

Administrative Legal

PRIMARY DESIGNATION

Private