Wis. Admin. Code Department of Transportation § Trans 136.03 - Record keeping

(1)
(a) The following information shall be kept on motor vehicles acquired for salvage purposes:
1. Date of acquisition of the vehicle.
2. Name and address of the person from whom the vehicle was acquired.
3. The year, make and vehicle identification number, or VIN, of the vehicle.
4. The date the title or bill of sale is forwarded to the department.
(b) Persons requiring a license who do not maintain their records in an electronic data processing record keeping system shall maintain the information required in sub. (1) (a) in a permanently bound book of not less than 81/2 " × 11" in size, containing consecutively prenumbered pages with horizontal line ruling. Initial purchase entries shall be made immediately as each vehicle is acquired. When the title or bill of sale is forwarded to the department, the date shall be entered on the same line. All entries shall be consecutively entered in ink and be legible. No blank horizontal lines will be allowed. Vertical dividing lines shall be provided, and may be manually drawn, to divide the following information as shown:

Date Acquired

Acquired from (Name and address)

Year-Make-VIN

Date title or bill of sale to DOT

(c) Persons requiring a license who maintain their records in an electronic data processing record keeping system shall maintain the information required in par. (a) in compliance with the following requirements:
1. One record shall contain all of the information specified in par. (a).
2. Initial purchase entries shall be made immediately as each vehicle is acquired.
3. The information shall be accessible for inspection and shall be retrievable electronically by the date acquired and VIN.
4. All records shall be retrievable during the inspection and a printer shall be kept on site to provide hard copy if requested. Hard copy shall include all information in the same format specified in par. (b). Horizontal and vertical lines are not required.
5. There is an employe of the person requiring a license available to retrieve the records during the hours of operation of the business.
(d) Records of odometer and odometer chip sales and exchanges shall be kept as required by s. Trans 154.12(4).
(2) RETENTION AND AVAILABILITY FOR INSPECTION. The information specified in sub. (1)(a) shall be maintained for 5 years, shall be kept in the place of business during business hours and shall be open to inspection by any authorized representative of the department. Persons requiring a license who maintain their used vehicle records as specified in sub. (1) (c) in an electronic data processing record keeping system can keep a hard copy of their records when memory limitations of the electronic system prohibit electronic storage for the specified period. Hard copy shall meet the following requirements:
(a) Hard copy shall include only those records of vehicles that have been disposed of. Incomplete records of vehicles acquired and still in inventory must be maintained on the electronic system until disposed of and the record is completed.
(b) Hard copy shall include all information in the same format as specified in sub. (1) (b). Horizontal and vertical line ruling shall not be required.
(c) Hard copy shall be printed in the order of the date acquired and each report shall contain at least 12 consecutive months of vehicle acquisitions.
(d) Hard copy shall contain system generated page numbers and the current date on every page.

Notes

Wis. Admin. Code Department of Transportation § Trans 136.03
1-2-56; am. (2) Register, February, 1969, No. 158, eff. 3-1-69; renum. from MVD 9.03 and am., Register, April, 1981, No. 304, eff. 5-1-81; renum. (1) to be (1) (b) and am., cr. (1) (a), (c) and (d), (2) (a) to (d), am. (2), Register, January, 1996, No. 481, eff. 2-1-96.

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