Disposition of Federal Records: A Records Management Handbook
2000 Web Edition (of 1997 printed publication)
Disposition of Federal Records - Chapter V
Figure 5-6. Sample of a Functional Schedule
General Records Schedule No. 10 (Excerpt)
Motor Vehicle Maintenance and Operation Records
| Item Number and Description of Records | Authorized Disposition |
|---|---|
| 1. Motor Vehicle Correspondence Files. Correspondence in the operating unit responsible for maintenance and operation of motor vehicles not otherwise covered in this schedule. | Destroy when 2 years old. |
| 2. Motor Vehicle Operating and Maintenance Files. a. Operating records including those relating to gas and oil consumption, dispatching, and scheduling. | Destroy when 3 months old. |
| b. Maintenance records, including those relating to service and repair. | Destroy when 1 year old. |
| 3. Motor Vehicle Cost Files. Motor vehicle ledger and work sheets providing cost and expense data. | Destroy 3 years after discontinuance of ledger or date of work sheet. |
| 4. Motor Vehicle Report Files. Reports on motor vehicles (other than accident, operating, and maintenance reports), including SF82, Agency Report of Motor Vehicle Data, and SF82-D, Agency Report of Sedan Data. | Destroy 3 years after date of report. |
| 5. Motor Vehicle Accident Files. Records relating to motor vehicle accidents, maintained by transportation offices, including SF 91, Operator's Report of Motor Vehicle Accident; SF 91A, Investigation Report of Motor Vehicle Accident; and SF 94, Statement of Witness. | Destroy 6 years after case is closed. |
| 6. Motor Vehicle Release Files. Records relating to transfer, sale, donation, or exchange of vehicles, including SF 97A, Agency Record Copy of U.S. Government Certificate of Release of Motor Vehicle. | Destroy 4 years after vehicle leaves agency custody. |
| 7. Motor Vehicle Operator Files. Records relating to individual employee operations of Government-owned vehicles, including driver tests, authorization to use, safe driving awards, and related correspondence. | Destroy 3 years after separation of employees or 3 years after recision of authorization to operate Government-owned vehicle, whichever is sooner. |
