Utah Department of Administrative Services

Division of Archives & Records Service

State Agency Schedule 9 Motor Vehicle Records

 

 

AUTOMOBILE TITLES (SG 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 07/1990)

 

CERTIFICATES OF MILEAGE (SG 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 07/1990)

 

GASOLINE SALES TICKETS (SG 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 12/2005)

 

***INSURANCE ADJUSTER'S ESTIMATES (SG 9-4) OBSOLETE

Please refer to the state schedule for Vehicle Maintenance Records, SG 9-14.

 

MANUFACTURERS' STATEMENT OF ORIGINS (SG 9-5)

Verification by the manufacturer of the vehicles' manufactured origin.

Retention

Retain by Motor Pool for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/1990)

 

MOTOR POOL COST FILES (SG 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 07/1990)

 

MOTOR POOL RELEASE FILES (SG 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 12/1992)

 

***MOTOR POOL VEHICLE MAINTENANCE FILES (SG 9-9) OBSOLETE

Please refer to the state schedule for Vehicle Maintenance Records, SG 9-14.

 

MOTOR POOL VEHICLE OPERATIONS FILES (SG 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 07/1990)

 

Public Transit Records (SG 9-13)

These records document bus activity and ridership. Information includes driver manifests, passenger counts, paratransit services, routes, and related records.

Retention: Retain 3-7 years and then destroy.

(Approved 12/2015)

 

Vehicle Maintenance Records (SG 9-14)

These records document the inspection, repair and maintenance of government-owned vehicles. Information includes vehicle identification, usage, and related records.

Retention: Retain 3 years after disposition of asset and then destroy.

(Approved 01/2016)

 

VEHICLE REGISTRATION CERTIFICATES (SG 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 07/1990)

 

***VEHICLE REPAIR WORK ORDER (SG 9-12) OBSOLETE

Please refer to the state schedule for Vehicle Maintenance Records, SG 9-14.