4.9.1 Vehicle Records
4.9.1 Vehicle Records
Agencies are required to maintain the following records for each vehicle in their fleet for the length of time that the vehicle is owned by the state. There are additional vehicle record requirements listed in the Georgia Retention Schedule GASC-07-016 Property Disposition Requests for the disposition of a vehicle. Access the Georgia Archives Record Retention Schedules for applicable record retention guidelines.
- Agency Purchase Order*
- Manufacturer’s Certificate of Ownership
- Dealer Invoice*
- Original Title
- Registration
- Copy of DOAS Surplus signed Bill of Sale when either selling a state-owned vehicle or receiving a vehicle into the fleet via transfer
- Surplus transaction record when turning in a vehicle to Surplus Property Division is kept within the DOAS Asset Management System
- MV-1 (if required) is maintained in Fleet Management System*
- Commuting Use
- Maintenance/Repair records*
- Emission Control Inspection (where applicable)
- Physical location of where the vehicle is based
- Other legal documentation *Fleet and Surplus Management systems maintain most documentation electronically.