Utah Department of Administrative Services

Division of Archives & Records Service

State Agency Schedule 9 Motor Vehicle Records

 

 

AUTOMOBILE TITLES (Item 9-1)

Records which prove state ownership of the vehicle.

RETENTION

Retain until vehicle is sold and then transfer to buyer.

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

Retain for 3 years by Motor Pool office 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

Retain by agency for 3 years 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

Retain for 3 years 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

Retain by Motor Pool for 4 years 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

Retain by Motor Pool for 5 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

Retain by Motor Pool for 5 years after vehicle leaves 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

Retain by Motor Pool until vehicle sold or until obsolete 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

Retain by Motor Pool Office until obsolete (usually for the lifetime of the vehicle) 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

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

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

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

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)