DMV-DIRECT NEWS November 2015

Below is a list of DMV documents and the minimum retention period for each. Please note that these storage durations are the suggested minimum; however, business practices or laws may require records to be preserved for longer. Some of the below documents can be stored electronically as well; those retention regulations are the same as their paper counterpart’s — electronic records must be readily accessible in the event of an audit. DMV Record Retention GUIDELINES

2016 INSPECTION STICKER GUIDELINES

Beginning in January 2016, your New York State Inspection stickers will need to display a 2017 expiration date. Dealers should secure their stock by placing orders now — several thousand inspection stations will be ordering stickers at the same time, and delivery can take several weeks.

Dealers have two options for ordering inspection stickers:

OPTION 1 Order through DMV’s website: www.dmv.ny.gov/inspection/order-inspection-certificate Ordering online requires the following information: • the dealership facility number • the type of stickers needed • an email address to receive order confirmation OPTION 2 Complete an order form online, and then print it for mailing. Regular and overnight mailing instructions are included on the order form: www.dmv.ny.gov/forms/vs113I.pdf Order statuses can be checked by calling the Vehicle Safety automated response system (518.474.2398) and following the instructions. The service is available 24 hours a day, seven days a week. Dealerships must provide their facility number to use this service. Order statuses can also be looked up online at: https://process.dmv. ny.gov/safirelookup/ Checking status online requires dealerships to provide their facility number, facility ZIP code and an email address.

Minimum time of retention

DMV Record

Book of Registry (Police Books)

3 Years

Daily Plate Issuance Log

5 Years

In-Transit Permit Log

5 Years

MV-50

5 Years

Secure Power of Attorney

5 Years

(MV-93)

GNYADA suggests that dealers order stickers as soon as possible, in order to have the proper supply in-house by January 1st. Please call DMV-DIRECT at 718.747.0400 if you have questions about ordering inspection stickers.

Odometer Statements

5 Years

(MV-103)

Customer Files/

10 Years

Deal Jackets