Ga. Comp. R. & Regs. R. 681-10-.01 - Records Retention

(1) Every licensee shall maintain in the established place of business for three (3) years (or for a longer period of time if required by other statute, law, or regulation), and have available at all times for inspection, the following:

(a) Deal Jackets as defined in Rule 681-1-.01.

(b) All records associated with odometers as required by 49 C.F.R. Part 580. These are required by law and regulations to be maintained for five years.

(c) All bills of sale, buyer's guides, contracts, financing contracts and other evidence of sales or financing transactions with consumers.

(d) Records of all purchases or sales of used motor vehicles, including: a vehicle description; bills of sale; vehicle identification numbers; purchase date; name, address, and driver's license number or state issued identification of the party from whom the purchase was made or to whom the sale was made; and copies of all contracts or other evidence of the purchase or sale.

(e) Copies of all insurance policies and surety bonds as required by the Act.

(f) Copies of leasing or rental records of any used motor vehicle which is intended for sale or is actually sold, including mileage records, the names and addresses of all persons who have rented or leased the vehicle, rental or lease contracts, vehicle identification numbers, and any damage repair records.

(g) Records reflecting any repairs made to any motor vehicle by or on behalf of the licensee.

(h) Copies of all applications for motor vehicle titles.

(i) All sales tax or Title Ad Valorem Tax (TAVT) records, including exemptions, as required by law.

(j) Records of all vehicles or vehicle bodies disposed of by licensee, including its description; vehicle identification number; date of disposition; and name, address, and driver's license or state issued identification of the person to whom it was disposed pursuant to U.S.C. 49 Section 30501, et. Seq., known as the National Motor Vehicle Title Information System (NMVTIS).

(k) Current proof of compliance with continuing education requirements as required by Rule Chapter 681-13.

(2) Any documents electronically stored must be immediately available for inspection upon request by the Board or one of its appointed representatives.

Notes

Ga. Comp. R. & Regs. R. 681-10-.01

O.C.G.A. §§ 43-47-6, 43-47-7, 43-47-10, 43-47-12.

Original Rule entitled "Records to Be Kept" adopted F. Dec. 8, 1996; eff. Dec. 28, 1995. Amended: New title, "Records Retention." F. Feb. 19, 2025; eff. Mar. 11, 2025.