1.00.09 Archived Searches

Policy

ATTENTION:
Please refer to COVID-19 Emergency Interim Policies which provides details for temporary exceptions to this policy.

An Archived Search is required to confirm information when MOVES records have been archived and the required information is no longer available online.

Archived records prior to September 1, 1984 cannot be confirmed. Vehicle, licence plate, registration and / or driver licencing history that occurred prior to this date will not be included in any search product.

The registry agent must advise the client that additional time might be necessary to complete the request. Archived Searches are processed by the Data Access and Contract Management Unit.

Requirements

Archived searches may be released to:

Clients Requesting Their Own Personal Information

A walk-in client must provide a completed Request for Personal Driving and Motor Vehicle Information form (REG3394) (pdf). For specific client requirements, see 1.00.02 Clients Requesting Their Own Personal Information.

Out of province clients requesting their personal information must provide a completed Notarized Request for Personal Driving and Motor Vehicle Information form (REG 3392). For specific client requirements, see 1.00.03 Out of Province Clients Requesting Their Own Personal Information.

A walk-in client may be eligible to request an archived search for individuals other than themselves if they have a valid Power of Attorney document, or if they can prove they are the Executor / Executrix of the Estate for deceased clients. In either situation, for Archived Searches, the client must provide the applicable Power of Attorney document, or the document naming them as Executor / Executrix of the Estate for the deceased individual. The request and supporting documents will be reviewed by DACMU to determine eligibility.

Note:
When a client is requesting their own information, and the search results also include the information of a joint member(s), the client requesting the information must have the written consent of all joint members; see 1.00.02 Clients Requesting Their Own Personal Information and 1.00.03 Out of Province Clients Requesting Their Own Personal Information.

When completing the required form, a client must:

  • State what information is being requested.
  • Indicate the purpose for the request.
  • Provide 2 relevant identifiers based on the information being requested.
    • If the information requested is in regards to a specific plate or vehicle, the client must provide the relevant plate number or VIN.

Clients Presenting Court Orders

Any request where a client presents a court order that orders the release of Motor Vehicle information must be sent to the Data Access and Contract Management Unit (DACMU) for review and approval. Clients with court orders must present:

  • A court order indicating the requested information is required for court purposes. The court order must be filed, dated, stamped and registered at a court having jurisdiction in Alberta.
  • A request letter. The request letter must:
    • Be on letterhead if the requestor is an organization or law firm.
      • If the requestor is an organization or law firm, the letter must also identify the name of the individual that is authorized to obtain the requested search.
  • State what information is being requested.
  • Indicate the purpose for the request.
  • Provide 2 relevant search identifiers based on the information being requested.
    • If the client cannot provide 2 search identifiers, the request may be submitted under exception processing. The client must provide additional details that would assist DACMU in uniquely identifying the information being requested.
    • If the type of search report and information requested is in regards to a specific plate or vehicle, the client must provide the relevant plate number or VIN.
  • Any supporting documents that may be requested by DACMU.

For specific client requirements, see 1.00.04 Clients Presenting Court Orders.

AMVIR Agreement Holders

AMVIR Agreement Holders must provide:

  • A search request letter.
  • Supporting documents related to the section of the Access to Motor Vehicle Information Regulation that the client is requesting under. Requests made under these sections must provide the following:
    • 2(1)(a): a collision report.
      • The collision report must document the collision referred in the request letter;
      • The information on the collision report must not be tampered with;
      • The name of the individual named in the request letter must appear on the collision report.
    • 2(1)(m): a court claim or completed Statutory Declaration.
      • The statement of claim must be filed in a court having jurisdiction in Alberta is required.
    • The statutory declaration must be prepared prior to the date on the request letter.
    • 2(1)(d): a court order; see 1.00.04 Clients Presenting Court Orders.
    • 2(1)(p): the written consent of the person the information relates to.
      • Consent must be in writing, be dated and limited in time, be signed by the individual providing consent, specify who the information may be released to, specify what information may be released, and state what purpose(s) the information may be used.

Request letters must:

  • Be printed on company letterhead.
  • Be requesting a search product within their level of authority under their AMVIR agreement.
  • Note the client’s AMVIR file number.
  • Note what section of the Access to Motor Vehicle Information Regulation that they are requesting under.
  • Have 2 independent identifiers for the person being searched:
    • Birthdate and driver’s licence number.
    • Full name and:
      • Last known address.
      • Address (as of a specific date).
      • Birthdate.
      • Driver’s licence number.
      • Plate number (as of a specific date).
      • VIN (as of a specific date).
  • Indicate the name of the authorized individual who will receive the information on behalf of the AMVIR Agreement Holder.
  • Be dated and signed by the person making the request.

Note:
Request letters must not contain more than 2 search identifiers; if they do, they must be rejected.

If the client is unable to provide 2 identifiers, the request may be submitted under exception processing. All exception processing requests must be sent to DACMU for review and approval.

Procedure

If the request is in regards to driver’s licence history in Alberta, a 10 year Driver’s Abstract must be purchased as a prerequisite document for the search request. Commercial Driver’s Abstracts will not be accepted.

A registry agent must:

  • Do an initial check on MOVES using the search identifiers provided by the client, to ensure they exist on MOVES before sending the request to DACMU for processing. This must be done using the display menu’s in MOVES.
    • If the information does not exist, a Not Found Report must be processed and provided to the client.
  • Complete the Search Processing Request form (pdf).
  • Process a 10 year Driver’s Abstract for Operator confirmation letters. The Driver’s Abstract must:
    • Not be processed on a date prior to the date the search request is processed.
    • Be retained by the registry agent until the completed confirmation letter is received from DACMU.
    • Be attached to the original confirmation letter before releasing it to the client.
  • Process the request on MOVES under Miscellaneous Documents.
  • Print a MOVES TX receipt for the request.
  • Fax all documents, including TX receipts and supporting documents, to DACMU.
  • Release the confirmation letter directly to the requestor once received from DACMU.

Archived searches require a minimum of 10 to 14 business days to process, although this may be extended if a legal opinion is required. DACMU will complete a Confirmation Letter confirming the information the client requested and will forward the Confirmation Letter to the registry agent.

If the search request is missing information, the request will be returned to the registry agent. The registry agent must supply the missing information within 30 days or the file will be closed with no refund.

Quick Reference

For client types, requirements and audit retention; see QR 1.6 - Archived Searches.

For sample confirmation letters, refer to Motor Vehicle User Guide Manual U.G. 5.3.04.

Fees

A fee is required for each Driver’s Abstract, confirmation letter, and / or not found report processed.

For search fees, see Registry Agent Product Catalogue (pdf).

 


Date Originally Issued: Jul 25, 2013
Date Last Revised: Apr 27, 2020