Chapter Trans 195

Chapter Trans 195

FEES AND PROCEDURES FOR SEARCHES AND DOCUMENTATION
OF DIVISION OF MOTOR VEHICLE RECORDS

Trans 195.01   Purpose and scope.

Trans 195.02   Definitions.

Trans 195.03   Requesting search of driver records.

Trans 195.04   Requesting search of vehicle title and registration records.

Trans 195.05   Requesting documentation of other records.

Trans 195.06   Determination of the methodology for the search or documentation of appropriate records.

Trans 195.07   Certification of records.

Trans 195.08   Verification of records.

Trans 195.09   Fees.

Trans 195.10   Contractual accounts and billing service.

Trans 195.11   Direct access to DMV databases.

Ch. Trans 195 Note Note: Chapter MVD 15 as it existed on May 31, 1986 was repealed and a new chapter Trans 195 was created effective June 1, 1986.

Trans 195.01 Trans 195.01 Purpose and scope.

Trans 195.01(1) (1) As authorized by s. 227.11, Stats., the purpose of this chapter is to establish the department’s administrative interpretation of ss. 19.32 to 19.37, 341.17, 342.09, and 343.24, Stats., relating to fees and procedures for searches and documentation of division of motor vehicle records.

Trans 195.01(2) (2) This chapter applies to any person wishing to obtain information, copies, certification, or verification of division of motor vehicle records.

Trans 195.01 History History: Cr. Register, May, 1986, No. 365, eff. 6-1-86; correction in (1) made under s. 13.93 (2m) (b) 7., Stats., Register, December, 1987, No. 384.

Trans 195.02 Trans 195.02 Definitions. In this chapter:

Trans 195.02(1) (1) “Agency code” means a number assigned by the department to a requester after a monthly contractual account is established.

Trans 195.02(2) (2) “Certification” means the authentication and identification of divisional records certified as correct in accordance with s. 909.02, Stats.

Trans 195.02(3) (3) “Certificate of search” means an authentication in writing that the appropriate records of the division were searched, but the specific record was not found, or was not available because the record was purged, destroyed, or was not reproducible.

Trans 195.02(4) (4) “Computer” means the same as defined in s. 943.70 (1) (am), Stats.

Trans 195.02(5) (5) “Computer network” means the same as defined in s. 943.70 (1) (b), Stats.

Trans 195.02(6) (6) “Computer supplies” means the same as defined in s. 943.70 (1) (dm), Stats.

Trans 195.02(7) (7) “Computer system” means the same as defined in s. 943.70 (1) (e), Stats.

Trans 195.02(7m) (7m) “Confidential information” means information that is restricted or prohibited from disclosure by state or federal law.

Trans 195.02(8) (8) “Data” means the same as defined in s. 943.70 (1) (f), Stats.

Trans 195.02(9) (9) “Division” means the division of motor vehicles in the department of transportation.

Trans 195.02(10) (10) “Driver identification number” means a number assigned by the division to a driver record using the individual’s name, sex, and date of birth.

Trans 195.02(11) (11) “Duplicate” means the same as defined in s. 910.01 (4), Stats.

Trans 195.02(12) (12) “File” means an individual vehicle or driver license record.

Trans 195.02(12g) (12g) “Highly restricted personal information” has the same meaning as defined in 18 USC s. 2725(4).

Trans 195.02(12r) (12r) “Individual vehicle or driver license record” means computer-stored data relating to a single individual, a single non-individual customer, or a single vehicle, and includes information such as driver license incidents, name changes, prior vehicle ownership, and similar information.

Trans 195.02(13) (13) “Original” means the same as defined in s. 910.01 (3), Stats.

Trans 195.02(13e) (13e) “Personal identifier” has the same meaning as defined in s. 85.103 (1), Stats.

Trans 195.02(13m) (13m) “Personal information” has the same meaning as defined in 18 USC s. 2725(3).

Trans 195.02(13s) (13s) “Personally identifiable information” has the same meaning as defined in s. 19.62 (5), Stats.

Trans 195.02(14) (14) “Photocopy” means the mechanical or chemical reproduction of one side, or a portion of any one side, of an original record.

Trans 195.02(15) (15) “Record” means the same as defined in s. 19.32 (2), Stats.

Trans 195.02(15g) (15g) “Records in bulk” means compilation of more than 10 individual vehicle or driver license records provided at one time.

Trans 195.02(15r) (15r) “Redaction” means separating and restricting access to personal identifiers, personally identifiable information, personal information, highly restricted personal information, and confidential information from records.

Trans 195.02(16) (16) “Requester” means the same as defined in s. 19.32 (3), Stats.

Trans 195.02(17) (17) “Search” means a review of the appropriate records of the division in order to establish the presence or absence of a particular record.

Trans 195.02(18) (18) “Verification of search” means to declare in writing, without certification, that the appropriate vehicle title and vehicle registration records of the division were searched.

Trans 195.02 History History: Cr. Register, May, 1986, No. 365, eff.6-1-86; CR 07-064: cr. (7m), (12g), (12r), (13e), (13m), (13s), (15g) and (15r), am. (12) Register November 2007 No. 623, eff. 12-1-07; correction in (4) made under s. 13.93 (2m) (b) 7., Stats., Register November 2007 No. 622.

Trans 195.03 Trans 195.03 Requesting search of driver records.

Trans 195.03(1) (1) A request for a search of an individual driver record may be made from the following information provided by the requester or with a contractual account established under s. Trans 195.10:

Trans 195.03(1)(a) (a) Complete 14 digit driver identification number, or

Trans 195.03(1)(b) (b) Complete name, date of birth, sex, or

Trans 195.03(1)(c) (c) All of the information in pars. (a) and (b), in which case the name will be used if the record does not match the driver identification number furnished, or

Trans 195.03(1)(d) (d) Sufficient information from par. (b) to identify the correct record.

Trans 195.03(2) (2) A requester may not perform the search of records identified in this section.

Trans 195.03 History History: Cr. Register, May, 1986, No. 365, eff. 6-1-86; CR 07-064: am. (1) (intro.) Register November 2007 No. 623, eff. 12-1-07.

Trans 195.04 Trans 195.04 Requesting search of vehicle title and registration records.

Trans 195.04(1) (1) A request for a search of an individual vehicle title and registration record may be made from the following information provided by the requester in person, in writing, or by telephone with a contractual account established under s. Trans 195.10:

Trans 195.04(1)(a) (a) Identification number of vehicle, or

Trans 195.04(1)(b) (b) Number of title certificate identifying vehicle, or

Trans 195.04(1)(c) (c) License plate number assigned to vehicle, or

Trans 195.04(1)(d) (d) Name and address of owner, or

Trans 195.04(1)(e) (e) Name of owner, and year and make of vehicle.

Trans 195.04(2) (2) Each vehicle located from the information as identified in sub. (1) (d) shall constitute a single record.

Trans 195.04 History History: Cr. Register, May, 1986, No. 365, eff. 6-1-86; CR 07-064: am. (1) (intro.) Register November 2007 No. 623, eff. 12-1-07.

Trans 195.05 Trans 195.05 Requesting documentation of other records.

Trans 195.05(1) (1) Requests for the documentation of other division records or data may be in writing, in person, or with a contractual account established under s. Trans 195.10.

Trans 195.05(2) (2) Fees for other division records or data such as notices, uniform traffic citations, motor vehicle accidents, records in bulk, transcripts, orders, or applications shall be established under s. Trans 195.09.

Trans 195.05 History History: Cr. Register, May, 1986, No. 365, eff. 6-1-86; CR 07-064: am. (2) Register November 2007 No. 623, eff. 12-1-07.

Trans 195.06 Trans 195.06 Determination of the methodology for the search or documentation of appropriate records.

Trans 195.06(1) (1) The methodology used for the search or documentation of records shall be determined by the department.

Trans 195.06(2) (2) No records identified in this chapter may be removed from the department’s premises without the approval of the department.

Trans 195.06 History History: Cr. Register, May, 1986, No. 365, eff. 6-1-86; CR 07-064: r. (2) to (4), renum. (5) to be (2) Register November 2007 No. 623, eff. 12-1-07.

Trans 195.07 Trans 195.07 Certification of records.

Trans 195.07(1) (1) A certification may consist of:

Trans 195.07(1)(a) (a) A search of division records and data sufficient to identify the specific information requested.

Trans 195.07(1)(b) (b) A typewritten chronological listing of events that led to the issuance or denial of a vehicle title, vehicle registration, driver’s license, business license or other records and data.

Trans 195.07(1)(c) (c) A copy or photocopy of vehicle or driver records, or copies of other appropriate records or data.

Trans 195.07(1)(d) (d) A certification form containing information as described in s. 909.02, Stats.

Trans 195.07(2) (2) A certificate of search shall be provided where records or data are not available because they were purged, destroyed, not located, or not reproducible.

Trans 195.07(3) (3) A letter of transmittal may be included with certifications of vehicle title records, vehicle registration records, business records, or other division records and data, which may explain vehicle laws, processing procedures, billing requirements or other information.

Trans 195.07 History History: Cr. Register, May, 1986, No. 365, eff. 6-1-86.

Trans 195.08 Trans 195.08 Verification of records.

Trans 195.08(1) (1) A verification of records shall be performed only for vehicle title or vehicle registration records identified under s. Trans 195.04.