State Agency Schedule 9
Motor Vehicle Records

AUTOMOBILE TITLES (Item 9-1)

Records which prove state ownership of the vehicle.

RETENTION

Record copy: Retain until vehicle is sold and then transfer to buyer.

Duplicate copies: Retain until administrative ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

CERTIFICATES OF MILEAGE (Item 9-2)

Certificates issued by the dealer/manufacturer certifying the mileage is accurate on each vehicle purchased by the state.

RETENTION

Record copy:

Duplicate copies: Retain until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

GASOLINE SALES TICKETS (Item 9-3)

Hard copies of sales tickets filed in support of paid vouchers for credit card purchases of gasoline.

RETENTION

Record copy: Retain by agency for 3 years and then destroy.

Duplicate copies: Retain for 1 month or until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/05)

INSURANCE ADJUSTER'S ESTIMATES (Item 9-4)

Adjuster's reports on vehicle repair estimates following an accident.

RETENTION

Record copy: Retain for 3 years and then destroy.

Duplicate copies: Retain until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/05)

MANUFACTURERS' STATEMENT OF ORIGINS (Item 9-5)

Verification by the manufacturer of the vehicles's manufactured origin.

RETENTION

Record copy: Retain by Motor Pool for 4 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

MOTOR POOL COST FILES (Item 9-6)

Motor pool vehicle ledgers and work sheets providing cost and expense data.

RETENTION

Record copy: Retain by Motor Pool for 5 years and then destroy.

Duplicate copies: Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

MOTOR POOL RELEASE FILES (Item 9-8)

Records relating to the transfer, sale, donation, or exchange of state vehicles.

RETENTION

Record copy: Retain by Motor Pool for 5 years after vehicle leaves custody and then destroy.

Duplicate copies: Retain by agency for 1 year after vehicle leaves agency custody and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/92)

MOTOR POOL VEHICLE MAINTENANCE FILES (Item 9-9)

Maintenance records, including those relating to service and repair of state vehicles.

RETENTION

Record copy: Retain by Motor Pool until vehicle sold or until obsolete and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

MOTOR POOL VEHICLE OPERATIONS FILES (Item 9-10)

Operating records including those relating to gas and oil consumption, dispatching, and scheduling.

RETENTION

Record copy: Retain by Motor Pool Office until obsolete (usually for the lifetime of the vehicle) and then destroy.

Duplicate copies: Retain for 3 months and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

VEHICLE REGISTRATION CERTIFICATES (Item 9-11)

Copies of legal registrations required by law to be maintained with each vehicle.

RETENTION

Record copy: Retain by Motor Pool Office until vehicle is sold and then transfer to buyer.

Duplicate copies: Retain until vehicle is sold and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

VEHICLE REPAIR WORK ORDER (Item 9-12)

Requests to perform maintenance on a vehicle and the actual work performed.

RETENTION

Record copy: Retain by Motor Pool Office for 3 years and then destroy.

Duplicate copies: Retain by agency for 6 months and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

This page was last updated August 1, 2008.