Description: Use for records relating to the operations of vehicles, including the operators (drivers) of vehicles.

Filing Guidelines: Records are to be securely retained on site until final disposition. It is the responsibility of the Departments to ensure all copies, regardless of media, are securely disposed when applicable. Departments should retain a permanent copy of the record of disposal.

Function: Fleet Management

GNL OPR: Department of Transportation and Works

Departmental OPR: Department head or designate that is responsible for the fleet operations within a public body.

Retention: Event Date (ED) + 1 FY

Disposition: Destroy

Media: Paper copies/network drives/e-mail

Authority: CRIMS

No.	Function Specific Secondary	ACT	DIS
41	Vehicular Operations Case Files Use for records related to the registration and operations of the vehicle. Records include: Vehicle Registration Vehicle Daily Usage Log Book Supplier Recall Vehicle Condition Report Credit Card Application for Government Owned Vehicles Credit Card Application for Rental Vehicles Notice of Conviction Event Date equals the date of disposal of the vehicle.	ED + 1 FY	D
42	Vehicle Operator Case Files Use for records related to vehicle operator approvals.  Records include: Driver Data Form Vehicle Use Authorization Non-Government Employee Vehicle Passenger Authorization Non-Government Employee Government Vehicle Parking Authorization Employee Driver Status Private Vehicle Usage Report Highway Maintenance Equipment Operators – Hours of Service Analysis (Hours on Duty vs. Hours Operating) Event Date equals the date of disposal of the vehicle.	ED + 1 FY	D

Click here for the C-RIMS Main Page

For more information please contact im@gov.nl.ca