DMV Document Retention

According to DMV, all business records relating to vehicle sales transactions must be retained for
a period of not less than three years (Title 13, CA Code of Regulations 272.00. Dealers may
maintain electronic copies; however, paper copies must be retained for at least 18 months.
Retention Schedule
ROS – 8 years, beginning year after last ROS in series is used
Odometer Disclosure – 5 years mandatory (permanent recommended) from when disclosure is
made
DMV Registration forms – 6 years, beginning after current year
Contracts, lease agreements, deal jackets – 7 years mandatory (10 years recommended),
following the year of maturity of the lease, contract, or extended warranty agreement (whichever
is later)
What documents may be submitted as photocopies?
Court documents – A certified copy or photocopy of the certified copy is acceptable.
Power of Attorney (POA) – A photocopy of a general POA, including the department’s POA form
(Reg 260) is acceptable. A copy of form (Reg262) is NOT acceptable, even if the form has only the
POA completed.
Other Documents – A photocopy or fax copy of a form may be accepted in lieu of the original,
provided the information and the signature on the form are original.