877 - Transportation

Records relating to ministry/agency-owned, leased, and rented modes of transportation.  This includes motor vehicles (e.g., cars, vans, buses, and trucks), off-road and ancillary vehicles (e.g., golf carts, tractors, and trailers), and watercraft (e.g., boats, zodiacs, canoes, life boats, and ships).

Record types include correspondence, lease and rental agreements, work orders, warranty and maintenance records, tickets, accident reports, marine radio licenses and logbooks, and ship’s logs.

For accident and incident investigations, see primary 110.
For inventories, see primary 705.
For parking arrangements and parking areas, see primary 510.
For vehicle sign-out records, see secondary 470-03.

non-OPR NOTE: Offices will retain non-OPR copies of records for: SO nil DE

Primary-Secondary Records Series OPR
877-00 Policy and procedures
7y = The retention period is consistent with the seven year retention period for related motor vehicle and watercraft history files classified under secondaries -20 and -50.
SO 7y DE
877-01 General FY+1y nil DE
877-20 Motor vehicle history files
(covers guarantees and warranties, loans, technical and operating manuals, vandalism and theft, vehicle history files, insurance, registration, and licencing, operator abuse, private and non-government use of government vehicles, universal credit cards, vehicle assignment, disposal, lease/rental, and purchase, vehicle replacement and acquisition specifications, use of private vehicles, cost analysis/usage reports, maintenance and operating costs, maintenance and repair standards and requirements, preventative maintenance work, vehicle inspections, and vehicle accessories)
OPR = vehicle fleet coordinator or equivalent
NOTE: The government’s central vehicle fleet administration agency (currently PHH Corporation on behalf of Purchasing Services Branch) maintains the master record of ministry vehicle purchases, leases, and rentals for a minimum of seven years.
SO 7y DE
877-50 Watercraft history files
(covers guarantees and warranties, loans, technical and operating manuals, returns of births and deaths, maintenance and repair, declarations of ownership, bills of sale, mortgage papers, transfer papers, certificates of survey correspondence, radio licenses, builder’s certificates, applications for registration of a government ship, certificates of British Registry (Blue Book), transcripts and other copies of registry, ship’s carving and marking notes, inspection certificates, small vessel history files, large vessel history files, ship’s wheelhouse logbooks, ship’s engine room watch log, radio logbooks, and repair notebooks)
SO = upon replacement or disposal of vehicle or vessel
7y = The retention period is based on the six-year limitation period for commencing an action arising from economic loss under the Limitation Act (RSBC 1996, c. 266, s. 3), plus one year for the service of documents.
SO 7y DE

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