Managing Vehicle Records

Help with Vehicle-Specific Records

Strategies for Managing Vehicle Telematics Data/Records

Vehicle telematics is a technology that provides regular data about vehicle and fleet use (such as speed, direction, location, status, etc.). While this information helps an agency to plan, it also creates a large dataset to manage and retain.

Here is a suggested strategy for applying retention:

1. Determine what is needed – Decide what data (type, frequency, and level of consolidation) is necessary for agency business.

2. Retain Consolidated Data – Retain this consolidated data in accordance with:

   3 Years After Asset Returned/Use Completed (Non-Archival)
   Use of Agency Facilities/Equipment/Vehicles (DAN GS 07003 / GS2024-032)
   Sources: State Government General Records Retention Schedule and Local Government Common Records Retention Schedule (CORE)
   Vehicle telematics records created/needed for other agency purposes should be retained in accordance with the appropriate records series.
3. Destroy Raw Data – After verifying the consolidated data’s accuracy, routinely delete the raw data in accordance with:
   Until Verification of Successful Conversion/Keying/Transcription (Non-Archival)
   Records Documented as Part of More Formalized Records (DAN GS 50012 / GS2016-009)
   Sources: State Government General Records Retention Schedule and Local Government Common Records Retention Schedule (CORE)

This strategy can help agencies retain useful records while also managing the large volume of telematics data that is generated.

Last Updated: June 2026