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HOT TOPICS
2015 GNYADA Membership Directory
83
RECORD RETENTION
This guide is intended to serve only as a tool to assist in developing a document retention policy. The retention
periods listed are minimum suggested periods, however, business practice or lawmay require preserving records
for a longer period of time. You should consult with your counsel or accountant to ensure that your record
retention practice meets both federal and state guidelines and is appropriate for your business. The same rules
apply to electronic record retention. Electronic records must be easily accessible during an audit.
DMV RECORDS
DEALER RECORDS
REPAIR SHOP
INSPECTION
STATION RECORDS
©2015 GNYADA
Document Type
Retention Period
Paper Required
Certificate of Sale ( Form MV-50)
5 years
Yes
Dealer Plate Issuance Program Plate/
5 years
No
Permit Issuance Log
In-transit Permit Log
5 years
Yes
Invoice or Bill of Sale
5 years
No
Odometer Disclosure Statement (form MV-103)
5 years
No
Police Books (Books of Registry)
3 years
Yes
Proofs of Ownership (e.g., MSO, MCO, Title)
Until Vehicle Ownership
Yes
is Transferred
Appraisals
2 years
No
Estimates
2 years
No
Air Bag / System Log Book
2 years
Yes
Repair Invoices
2 years
No
Parts Purchase Orders
2 years
No
Repair Orders
2 years
No
Daily Inspection Report
2 years
Yes
Emissions InspectionWaiver
2 years
Yes
Inspection Certificate Purchase Invoices
2 years
No
Inspection Rejection Notice
2 years
No
Motor Vehicle Inspection Records
2 years
No
Vehicle Inspection Receipt
2 years
No