AGENCY: Department of Transportation. Engineering & Operations. Operations. Motor Carriers. Port of Entry

SERIES: 19043
TITLE: Permit file electronic system
DATES: 1995-
ARRANGEMENT: Searchable by company name, permit number, vehicle identification number, and serial number

DESCRIPTION: This electronic system, a subset of the Port of Entry electronic system (series 19035), tracks permits issued by Port of Entry agents. Types of permits issued include oversize and overweight/oversize combination, 96-hour trip and fuel permits, and special receipts. The system also checks fuel tax and operating authority status and prepares employee shift activity reports. Statistical summaries of this information is maintained by the Division. Information includes permit number, status, start date and time, clearance number, expiration date, direction of travel, company name and address, unit number, serial number, year and make of vehicle, license plate number, vehicle weight, type of permit, fees, and agent name and badge number.

RETENTION

Retain for 3 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 06/1999

FORMAT MANAGEMENT

Computer data files: Retain in Office for 3 years and then delete.

Paper: Retain in Office until administrative needs end and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Public