AGENCY: Department of Public Safety. Fleet Services

SERIES: 17180
TITLE: Vehicle reports
DATES: ca._1983-2012.
ARRANGEMENT: Alphanumerical by vehicle identification number

DESCRIPTION: These reports document the costs incurred in the operation of each Public Safety vehicle. They also are the source for an online database maintained in the office as support for funds requests for various federal and state programs. The files consist of the vehicle operating record, form HPF-15, and supporting documentation. Information includes vehicle number, a list of gas and oil purchases, repair work done, cost, mileage at the time the work was done, amount of time the vehicle was down, and monthly odometer readings; badge number, section assignment, and name of employee assigned to the vehicle. Also included are receipts for cash purchases.

RETENTION

DISPOSITION

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

APPROVED: 03/1989

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center provided information has been entered on data file. Retain in State Records Center for 4 years and then destroy.

Computer data files: Retain in Office for 3 years after surplus of vehicle and then delete.

APPRAISAL

Administrative Fiscal

This disposition is based on the administrative needs expressed by the agency. These records are also subject to audit. Federal funds are used to finance vehicles involved in the DUI program, 55 mph program, Highway Safety, Port of Entry, and Motor Carrier Safety Action Program (MCSAP).

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. Any information pertaining to unmarked vehicles