Reporting of unavailable records to Registrar

Published On
November 30, 2023

This message is intended to advise of an important regulatory requirement under Regulation 333/08, specifically Section 55, pertaining to the reporting of unavailable records due to force majeure.

As per this regulation as well as our dealer inquiries guideline published in October of 2022, all registrants are obligated to notify the Registrar within five days if required records become unavailable due to force majeure events. Force majeure events may include, but are not limited to:

  • Fires
  • Floods
  • Epidemics
  • Earthquakes

To comply with Section 55, you must take the following steps:

  1. Identify the specific records that have become unavailable due to the force majeure event.
  2. Prepare a written notice detailing the nature of the event, the date it occurred, and the records affected. Ensure the notice is submitted to the Registrar within five days of the records becoming unavailable.
  3. If possible, make efforts to document the extent of the damage or loss of records and retain this documentation for reference.
  4. Ensure that the notice is clear, accurate, and comprehensive to facilitate a quick and efficient response from the Registrar’s office.

We strongly advise all dealers to have contingency plans in place for the protection and preservation of essential records. These plans should include strategies for safeguarding records in the event of force majeure events or other unforeseen circumstances.

OMVIC will be hosting an informational webinar to address any questions or comments on Wednesday, December 6th at 1:00 p.m. This webinar will feature information regarding the previously published guideline on dealer inquiries. Click here to register through Zoom.