HomeMy WebLinkAboutITD DMV Motor Vehicle Registration information MOA MEMORANDUM OF AGREEMENT
Between
THE IDAHO TRANSPORTATION DEPARTMENT
And
THE CITY OF MERIDIAN
PURPOSE:
This Memorandum of Agreement (MOA) is entered into by and between the Idaho Transportation
Department, Division of Motor Vehicles (DMV)and the City of Meridian(CITY).
The purpose of this MOA is to allow for the sharing of DMV motor vehicle registration information in
order to assist CITY with the following:
1. To allow CITY's Police Department to access motor vehicle registration information pursuant to
and in accordance with its official functions and duties.
2. To allow CITY's Parking Services to access motor vehicle registration information based upon
license plate information obtained by Parking Services pursuant to and in accordance with its
official functions and duties.
3. To allow CITY's Department of Finance and Administration to access registration information for
parking compliance pursuant to and in accordance with its official functions duties.
AUTHORITY:
Idaho Code sections 67-2327, 67-2332, 67-2333, and 67-2339, Idaho Code section 49-203, and any other
provisions of state law or regulation directly pertaining to this MOA.
RESPONSIBILITIES:
1. DMV Shall:
a) Provide CITY a copy of the active and inactive motor vehicle registration records in the DMV's
vehicle registration database on a weekly basis via a Secure File Transfer Protocol(SFTP)file.
2. CITY Shall:
a) Restrict use of the information provided solely to carry out the CITY's functions as described in
the"PURPOSE"section of this MOA.
b) Keep the information contained in the ITD databases confidential and restrict the use of the
information to internal departmental use only. CITY shall not release the information to vendors
or to the general public. Any compact disc or physical or electronic files provided by DMV shall
be destroyed when no longer needed by CITY.
DATA USEAGE AND SECURITY:
• CITY shall access DMV data through the SFTP data file delivered by DMV.
• CITY shall limit access and usage of DMV data to CITY authorized personnel requiring the
information to perform the duties of their position.
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• With the exception of disclosures permitted pursuant to Idaho Code 49-203(4), (6), and(7), CITY
shall not release DMV data to a third party without prior approval from DMV or use the data for
marketing, solicitations, or surveys.
• Both parties shall comply with all Federal and State laws and regulations governing the
confidentiality of Personally Identifiable Information(PII)that is the subject of this MOA.
• CITY shall electronically log data access occurrences into DMV systems by CITY staff to include
information viewed, time viewed, and the identity of the employee who accessed the information.
• DMV has discretionary authority to perform audits of processes and logged data required to be kept
by CITY.
• CITY shall provide security audit reports to DMV upon request. At a minimum, security audit
reports shall cover the security topics addressed under this MOA.
• Whenever practicable, DMV shall notify CITY of any change that will affect access to DMV data
ninety(90)days prior to that change taking effect.
• CITY shall make appropriate changes to their systems to accommodate any DMV-initiated data
access change.
• CITY shall be permitted to view the following data fields through the SFTP:
Vehicle Registration Data Fields
REG-TYPE
REG-SUBTYPE
PERSONALIZED-OPTION
HANDICAPPED-OPTION
CENTENNIAL-OPTION
EXPIRATION-DATE-MM
ExpirationYear
ISSUE-COUNTY
IssueMonth
IssueYear
VIN
PLATE
YEAR-CC
YEAR-YY
Make
MODEL
BODY
COLOR-TOP
COLOR-BOTTOM
VEHICLE-DESCRIPTION
RESIDENCE-COUNTY
NAME
SECOND-NAME
THIRD-NAME-OR-ADDRESS
MAILING-ADDRESS
City
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State
ZIPS
ZIP4
DL1
DL2
TranDate
StatusCode
FullMake
FullModel
LIMITATIONS:
Nothing in this MOA between DMV and CITY shall be construed as limiting or expanding the statutory or
regulatory responsibilities of any involved individual in performing functions granted to them by law; or as
requiring either entity to expend any sum in excess of its respective appropriation.Each and every provision
of this MOA is subject to the laws and regulations of the state of Idaho and of the United States.
LIABILITY:
Nothing in this MOA shall be construed as expanding the liability of either party. In the event of a liability
claim, each party shall defend their own interests.Neither party shall be required to provide indemnification
of the other party.
TERMINATION:
Either DMV or CITY may terminate this MOA with or without cause by submitting to the other party a
written notice of termination. Termination shall be effective thirty (30) days from the date of the notice of
termination.
EFFECTIVE DATE AND AGREEMENT PERIOD:
This MOA shall become effective upon signature of the DMV Administrator and the signing authority of
CITY. It shall remain in effect for three(3)years from the most recent signature date,unless terminated by
either party as provided above.
AMENDMENTS:
Amendments to this MOA shall become effective upon mutual agreement and written approval by the DMV
Administrator and the signing authority of CITY.
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CONTACTS:
DMV and CITY shall maintain and share a list of emergency contacts and their telephone numbers. If a
change occurs with a contact person or telephone number, the affected agency must immediately update
the other.
SIGNATURES:
IDAHO TRANSPORTATION DEPARTMENT
By
Lisa McClellan, DMV Administrator Date
CITY OF MERIDIAN
By Date 3-21-2023
(Title) Robert E. Simison, Mayor
Attest: Date: 3-21-2023
Chris Johnson, City Clerk
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