877 - VEHICLES - ROAD - VEHICLE ADMINISTRATION
Records relating to the administration of government road
vehicles, that is, their procurement, lease, assignment, registration, licensing, insurance and disposal. This primary covers individual case files for cars, buses, trucks, motorcycles, trailers, and all other units assigned a road vehicle identification number. Includes parking permits, insurance documents, motor vehicle infraction tickets, correspondence, memoranda and reports.
For all-terrain vehicles, see primary 872.
For asset control and disposal, see primaries 705 (asset control and
inventories) and 740
(disposal and surplus).
For journal vouchers related to
vehicles, see primary 1050.
For road vehicle accidents, see primary 110.
For road vehicle use,
maintenance, and repair, see primary 880.
For parking areas and applications, see primary 630.
For purchase orders, see
primaries 835 (Corporate Procurement Solutions requisitions) and 850 (standing offer agreements).
For travel allowances, see
primary 1240.
non-OPR NOTE: Offices will retain non-OPR
copies of records for: SO nil DE
Primary-
Secondary |
Records Series |
|
OPR |
|
PIB/PUR |
| | |
A |
SA |
FD |
|
| 877-00 |
Policy and procedures |
|
SO |
5y |
DE |
|
| 877-01 |
General |
|
FY+1y |
2y |
DE |
|
| 877-02 |
Alternate fuel conversions |
|
FY+1y |
2y |
DE |
|
| 877-03 |
Insurance, registration, and licensing
(Auto Plan fleet premium statements) |
|
SO+1y |
nil |
DE |
|
| 877-04 |
Operator abuse
(includes photo radar tickets and other motor vehicle infractions documentation)
SO = upon resolution of the incident |
|
SO |
nil |
DE |
|
| 877-05 |
Private use of government vehicles
(by government employees) |
|
FY+1y |
2y |
DE |
|
| 877-06 |
Universal credit cards |
|
FY+1y |
2y |
DE |
|
| 877-07 |
Vehicle assignment and loan |
|
FY+1y |
2y |
DE |
|
| 877-08 |
Vehicle disposal |
|
FY+1y |
2y |
DE |
|
| 877-09 |
Vehicle lease/rental |
|
FY+1y |
2y |
DE |
|
| 877-10 |
Vehicle purchase |
|
FY+1y |
2y |
DE |
|
| 877-11 |
Vehicle replacement and acquisition specifications |
|
FY+1y |
2y |
DE |
|
| 877-12 |
Use of private vehicles |
|
FY+1y |
2y |
DE |
|
| 877-13 |
Non-employee use of government vehicles |
|
FY+1y |
2y |
DE |
|
| 877-14 |
Vandalism and theft |
|
FY+1y |
2y |
DE |
|
| 877-20 |
Vehicle unit history files
(includes parking permits, accident reports, repair
authorizations, insurance documents and vehicle inspection reports)
(arrange alphanumerically by unit ID)
NOTE: Offices should classify all vehicle case files in this secondary
unless they have sufficient volume to warrant classifying them in the secondaries
listed below. |
|
SO |
nil |
DE |
|
Primary-
Secondary |
Records Series |
|
OPR |
|
PIB/PUR |
| | |
A |
SA |
FD |
|
| 877-25 |
Buses - unit history files
(includes parking permits, accident reports, repair
authorizations, insurance documents and vehicle inspection reports)
(alphanumeric by unit ID) |
|
SO |
nil |
DE |
|
| 877-30 |
Cars - unit history files
(includes parking permits, accident reports, repair
authorizations, insurance documents and vehicle inspection reports)
(alphanumeric by unit ID) |
|
SO |
nil |
DE |
|
| 877-35 |
Motorcycles - unit history files
(includes parking permits, accident reports, repair
authorizations, insurance documents and vehicle inspection reports)
(alphanumeric by unit ID) |
|
SO |
nil |
DE |
|
| 877-40 |
Trailers - unit history files
(includes parking permits, accident reports, repair authorizations, insurance documents
and vehicle inspection reports)
(alphanumeric by unit ID) |
|
SO |
nil |
DE |
|
877-45
|
Trucks - unit history files
(includes parking permits, accident reports, repair
authorizations, insurance documents and vehicle inspection reports)
(alphanumeric by unit ID)
SO = when vehicle is no longer owned or leased by government and all outstanding issues
have been addressed |
|
SO |
nil |
DE |
|
