Form ITD3200 "Electronic Record Storage Acknowledgment" - Idaho

Form ITD3200 or the "Electronic Record Storage Acknowledgment" is a form issued by the Idaho Department of Transportation.

The form was last revised in January 1, 2017 and is available for digital filing. Download an up-to-date Form ITD3200 in PDF-format down below or look it up on the Idaho Department of Transportation Forms website.

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Download Form ITD3200 "Electronic Record Storage Acknowledgment" - Idaho

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Electronic Record Storage Acknowledgment
ITD 3200 (Rev. 01-17)
itd.idaho.gov
Idaho Transportation Department – Dealer Operations
PO Box 7129
Boise ID 83707-1129
Telephone (208) 334-8681
Fax (208) 332-4184
E-mail
dealers@itd.idaho.gov
Records retained by the dealership may be stored electronically. Electronic records must be approved by the department and may
be inspected to ensure compliance. The dealership must notify the department by completing and submitted this form at least 30
days in advance of when the records will be kept electronically. Records or files stored electronically must be made available at
the dealership’s principle location to the department within 3 business days upon request or immediately for cause or complaint.
The files and records shall contain but are not limited to:
Sales invoices for current and two (2) preceding years;
Copies of purchase orders for vehicles purchased for current and two (2) preceding years;
Copies of title application forms accessible in numerical order;
Copies of the front and back of all ownership documents for each vehicle sold and in inventory;
Records of vehicles bearing new or used dealers’ number plates and their use by a manufacturer, vehicle dealer,
or full-time licensed salespersons searchable by date, time or plate number;
Records for loaner plates searchable by date, time or plate number;
Records of Wholesale Dealer Forms records showing, all transactions, as applicable searchable by date or name
of consignee;
Odometer disclosure records for non-exempt vehicles; and
Records of consignment agreements, as specified in Section 49-1636, Idaho Code.
Be advised of the following additional requirements that apply to electronic records:
All electronic records must be created in a secure manner to prevent such records from being altered. Electronic
copies of records must be legible, complete, and an accurate reproduction of the original business record.
All electronic copies of records shall be supplemented with a back-up copy of the electronic records, either
retained on-site or an off-site location, which permits the business record to be retrieved within three (3) business
days.
Any device, server, network device, or any internal or external storage medium which stores the electronic
records must have security access controls and physical security measures to protect the records from
unauthorized access, viewing, or alteration.
Any dealer storing electronic records that contain personal information shall ensure that disposal of any records
shall be completed in a secure manner, by shredding, erasing, or otherwise modifying the personal information to
make it unreadable or undecipherable through any means.
If the department becomes aware of a discrepancy with the dealership’s electronic records and there are no
physical copies to address the discrepancy the department may rescind the dealerships electronic records
storage permissions and upon further investigated the department may take additional action against the
dealership.
-Please sign and date below-
I acknowledge and consent to the conditions outlined above and I understand that if the conditions listed are not met the
dealership will be considered to be willfully and knowingly in violation of principle place of business requirements and per IDAPA
Rule 39.02.03.300 shall be subject license suspension for a period not to exceed six (6) months or until the above conditions are
complied with. I also understand that the storage of records electronically will be permitted only once an authorized agent of the
dealership signs this notice in acknowledgement of these conditions and returns this notice to the department. The dealership will
be notified when the storage of records electronically is permitted.
Owner/Authorized Dealership Agent:
Printed Name
Dealer #
Signature
Date
Electronic Record Storage Acknowledgment
ITD 3200 (Rev. 01-17)
itd.idaho.gov
Idaho Transportation Department – Dealer Operations
PO Box 7129
Boise ID 83707-1129
Telephone (208) 334-8681
Fax (208) 332-4184
E-mail
dealers@itd.idaho.gov
Records retained by the dealership may be stored electronically. Electronic records must be approved by the department and may
be inspected to ensure compliance. The dealership must notify the department by completing and submitted this form at least 30
days in advance of when the records will be kept electronically. Records or files stored electronically must be made available at
the dealership’s principle location to the department within 3 business days upon request or immediately for cause or complaint.
The files and records shall contain but are not limited to:
Sales invoices for current and two (2) preceding years;
Copies of purchase orders for vehicles purchased for current and two (2) preceding years;
Copies of title application forms accessible in numerical order;
Copies of the front and back of all ownership documents for each vehicle sold and in inventory;
Records of vehicles bearing new or used dealers’ number plates and their use by a manufacturer, vehicle dealer,
or full-time licensed salespersons searchable by date, time or plate number;
Records for loaner plates searchable by date, time or plate number;
Records of Wholesale Dealer Forms records showing, all transactions, as applicable searchable by date or name
of consignee;
Odometer disclosure records for non-exempt vehicles; and
Records of consignment agreements, as specified in Section 49-1636, Idaho Code.
Be advised of the following additional requirements that apply to electronic records:
All electronic records must be created in a secure manner to prevent such records from being altered. Electronic
copies of records must be legible, complete, and an accurate reproduction of the original business record.
All electronic copies of records shall be supplemented with a back-up copy of the electronic records, either
retained on-site or an off-site location, which permits the business record to be retrieved within three (3) business
days.
Any device, server, network device, or any internal or external storage medium which stores the electronic
records must have security access controls and physical security measures to protect the records from
unauthorized access, viewing, or alteration.
Any dealer storing electronic records that contain personal information shall ensure that disposal of any records
shall be completed in a secure manner, by shredding, erasing, or otherwise modifying the personal information to
make it unreadable or undecipherable through any means.
If the department becomes aware of a discrepancy with the dealership’s electronic records and there are no
physical copies to address the discrepancy the department may rescind the dealerships electronic records
storage permissions and upon further investigated the department may take additional action against the
dealership.
-Please sign and date below-
I acknowledge and consent to the conditions outlined above and I understand that if the conditions listed are not met the
dealership will be considered to be willfully and knowingly in violation of principle place of business requirements and per IDAPA
Rule 39.02.03.300 shall be subject license suspension for a period not to exceed six (6) months or until the above conditions are
complied with. I also understand that the storage of records electronically will be permitted only once an authorized agent of the
dealership signs this notice in acknowledgement of these conditions and returns this notice to the department. The dealership will
be notified when the storage of records electronically is permitted.
Owner/Authorized Dealership Agent:
Printed Name
Dealer #
Signature
Date
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