Vehicle Records Management

If you operate commercial motor vehicles, storing the correct records for the proper amount of time is critical for keeping your vehicles legal and safe. Staying on top of the recordkeeping requirements of various agencies at the federal, state, and local level takes an ongoing, concerted effort using the proper tools. 

Are you doing what’s required to stay legal on the road? 

It Starts with Legalization 

Vehicle legalization involves making sure your vehicles are allowed to be on the road for their intended purpose. This includes everything from licensing and registration to operating authority, taxes, DOT marking, permits, and much more. Keeping proper documentation is how you can show that your vehicles are indeed legal. 

There are also vehicle taxes to consider, such as state weight-mile taxes and the federal heavy-vehicle use tax (HVUT). 

Once you have the above records, you have to make sure they’re up to date. For example, DOT registration must be updated every two years, emissions and annual inspections performed every 12 months, and HVUT filed annually or whenever vehicles are added.

 Common Legalization Records 

• Bills of sale 

• Certificates of title 

• Certificates/statements of origin 

• Emissions/smog inspections 

• Factory invoices 

• Lease/interchange agreements 

• Lien security agreements 

• Odometer disclosure statements 

• Proof of insurance 

• Proof of annual inspection 

• Title and registration applications 

• DOT registration 

• IFTA and IRP reports

IFTA & IRP Records 

The recordkeeping rules for the International Fuel Tax Agreement (IFTA) and the International Registration Plan (IRP) are extensive. Both programs, however, require that you keep the same basic types of information (for interstate vehicles over 26,000 pounds or with three or more axles): 

• Original GPS data 

• Date, time, and location of each GPS reading 

• Odometer/hub odometer or ECM readings 

• Distance between each GPS reading 

• Route of travel 

• Total trip distance/distance in each jurisdiction 

• Vehicle ID number or unit number 

• Fuel receipts and bulk-fuel usage (IFTA only) 

IFTA requires quarterly tax filings as well as annual renewal, while IRP involves yearly registration. Keeping reliable records and avoiding things like missing receipts or unaccounted-for gap miles in mileage reports is vital when the auditors arrive. 

Also vital is keeping track of how long each record must be maintained. For example, mileage data must be kept for three years for IRP purposes but four years for IFTA. However, the IRP timeframe may extend to over six years, depending on the timing of registration. Confusing? Yes, but an electronic record management system, like J. J. Keller® Encompass® Fleet Management, can prevent headaches by tracking these timelines for you.