9-1. Automobile Titles
Records are proof of state ownership of the vehicle
Retention
Record copy: Retain until vehicle is sold and then
transfer to buyer.
Duplicate copies: Retain until vehicle is sold and then
destroy.
9-2. Certificates of Mileage
Certificates issued by the dealer/manufacturer certifying the
mileage is accurate on each vehicle purchased by the state.
Retention
Record copy: Retain by Motor Pool Office for 3 years and
then destroy.
Duplicate copies: Retain for 1 year and then destroy.
9-3. Gasoline Sales Tickets
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 year and then destroy.
9-4. Insurance Adjuster's Estimates
Adjuster's reports on vehicle repair estimates following an
accident.
Retention
Record copy: Retain by agency for 3 years and then
destroy.
Duplicate copies: Retain for 1 year and then destroy.
9-5. Manufacturer's Statement of Origins
Verification by the manufacturer of the vehicle's manufactured
origin.
Retention
Record copy: Retain by Motor Pool for life of vehicle and
then destroy.
Duplicate copies: Retain for 1 year and then destroy.
9-6. Motor Pool Cost Files
Motor pool vehicle ledgers and work sheets providing cost and
expense data.
Retention
Record copy: Retain by Motor Pool for 5 years or life of
the vehicle, whichever is longer, and then
destroy.
Duplicate copies: Retain for 3 years and then destroy.
9-7. Motor Pool Public Employee Operational Files
Records relating to individual employee operations of government-
owned vehicles, including driver tests, rental authorizations,
safe driving awards, and correspondence.
Retention
Record copy: Retain by Motor Pool for 3 years and then
destroy.
Duplicate copies: Retain for 3 years and then destroy.
9-8. Motor Pool Release Files
Records relating to the transfer, sale, donation, or exchange of
state vehicles.
Retention
Record copy: Retain by Motor Pool for 3 years after
vehicle leaves custody and then destroy.
Duplicate copies: Retain by agency for 1 year after vehicle
leaves agency custody and then destroy.
9-9. Motor Pool Vehicle Maintenance Files
Maintenance records, including those relating to service and
repair of state vehicles.
Retention
Record copy: Retain by Motor Pool until obsolete (usually
for the lifetime of the vehicle) and then
destroy.
Duplicate copies: Retain for 1 year and then destroy.
9-10. Motor Pool Vehicle Trip Logs
Logs completed to monitor mileage traveled in state vehicles.
Information includes name of agency, driver's name, beginning and
ending odometer reading, and comments concerning problems with the
vehicle.
Retention
Record copy: Retain by Motor Pool for 3 years and then
destroy.
Duplicate copies: Retain for 1 year and then destroy.
9-11. Vehicle Registration Certificates
Copies of legal registrations required by law to be maintained
with each car.
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.
9-12. Vehicle Repair Work Order
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.
last modified 12/31/04