Search Results

GS-105: Motor Vehicle

Series Number Series Title Description Retention Disposition Citation Approval Date
101041 Certificates of Mileage This series documents the exact mileage (odometer reading) on a vehicle at the time of sale or transfer. Note: Code requires mileage to be written on title or title application at time of sale. This series applies to any separate documentation held by the agency selling or disposing of vehicles. Retain 3 year(s) after equipment, facility, or property sold or no longer in use Non-confidential Destruction COV 46.2-629 4/24/2001
101043 Fuel Receipts/Tickets - Commercial Service Stations This series documents the receipt of gasoline or other services at commercial gas stations. Usually credit card receipts. Retain 3 year(s) after receipt Non-confidential Destruction 4/24/2001
101044 Fuel Receipts/Tickets - State Owned Facilities This series documents the receipt of gasoline or other services from state owned facilities. Retained to verify reimbursement requests. Retain 3 year(s) after receipt Non-confidential Destruction 4/24/2001
101042 Fuel/Lubricant Issue Records This series documents the issue of fuels or lubricants and requests for reimbursements. Retain 3 year(s) after last action Non-confidential Destruction 4/24/2001
101045 Mileage/Usage Reports This series documents the completion and submission of any mileage or usage reports. Retain 1 year(s) after event Non-confidential Destruction 4/24/2001
101046 Motor Vehicle Accident Files This series documents the reporting of and/or investigation of motor vehicle accidents. Retain 5 year(s) after closed Non-confidential Destruction 4/24/2001
101047 Motor Vehicle Maintenance - Administrative Reports and Records This series documents the administrative actions necessary to operate a maintenance facility, including maintenance related reports and other supporting records not otherwise listed on this schedule. Retain until after no longer administratively useful Non-confidential Destruction 4/24/2001
101048 Motor Vehicle Maintenance - Consumption and Use Records This series documents the daily mileage, fuel use and oil consumption of individual vehicles. Retain 3 year(s) after end of calendar year Non-confidential Destruction 4/24/2001
101049 Motor Vehicle Maintenance - Parts and Supply Records This series documents the ordering, inventory and use of stocks of parts, bulk lubricants and other maintenance or operating supplies. Retain 3 year(s) after receipt Non-confidential Destruction 4/24/2001
101050 Motor Vehicle Maintenance - Repair and Service Records This series documents the repair, maintenance and servicing of specific vehicles. Retain until after equipment, facility, or property sold or no longer in use Non-confidential Destruction 4/24/2001
101051 Motor Vehicle Release/Transfer Records This series documents the sale, transfer or disposal of surplus, excess, or non-repairable vehicles. Retain 3 year(s) after equipment, facility, or property sold or no longer in use Non-confidential Destruction 4/24/2001
101052 Motor Vehicle Reports This series documents the routine reporting of administrative information on motor vehicles, reports not already listed on this schedule. Retain 3 year(s) after event Non-confidential Destruction 4/24/2001
101053 Motor Vehicle Use/Control - Dispatch Records This series documents the daily assignment and use of motor vehicles and other large equipment. Retain 2 year(s) after last action Non-confidential Destruction 4/24/2001
101054 Motor Vehicle Use/Control - Sign Out Logs/Books This series documents the acceptance/receipt of vehicles for daily use. Retain 2 year(s) after last action Non-confidential Destruction 4/24/2001
101055 Motor Vehicle Use/Control - Use Requests This series documents the receipt and response to requests for vehicles for use on specific days. Retain 3 month(s) after last action Non-confidential Destruction 4/24/2001
101056 Motor Vehicle Use/Control - Vehicle Assignment Records This series documents the long term or permanent assignment of vehicle to specific individuals, offices or uses. Retain 2 year(s) after event Non-confidential Destruction 4/24/2001
101057 Registrations - Vehicle This series documents registration and licensing of agency owned vehicles. Retain until after equipment, facility, or property sold or no longer in use Non-confidential Destruction COV 46.2-600 4/24/2001
101058 State Inspections - Inspection Station Copies This series documents the inspection of vehicles by approved inspection stations - station copies. Retain 2 year(s) after event Non-confidential Destruction COV 46.2-1163 4/24/2001
101059 State Inspections - Vehicle Copies This series documents that vehicle has been inspected at an approved inspection station. Retain until after project completion Non-confidential Destruction COV 46.2-1157 4/24/2001
101060 Vehicle Repair Work Orders - Requestor's Copy This series documents the request for repair or service work from a vehicle maintenance facility. Retain 3 year(s) after event Non-confidential Destruction 4/24/2001
101061 Vehicle Repair Work Orders - Shop Copies This series documents the receipt of a work order and actions taken in response. Retain 3 year(s) after last action Non-confidential Destruction 4/24/2001
101062 Vehicle Titles This series documents the legal ownership and titling of vehicles. Retain until after equipment, facility, or property sold or no longer in use Confidential Destruction COV 46.2-600 4/24/2001