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Posted by Laurie Boucher, Richmond, March 31, 2008 - We are an electronic registration town & I know we need to keep the green copies of registrations for 5 years, but what about the weekly reports & pink copies?  We can reprint a report from the computer anytime, but we keep the pink copies with the report in case Motor Vehicle contacts us with an error on the report.  I would think that if Motor Vehicle hasn't called within 6 months at the most, then would there be a need to keep those reports.  A copy of the summary page is kept with the bills for 6 years.

Responses: I'm the agent for South Portland.  We keep our reports and pinks for 5 years, but we no longer keep the green copies, as we have all info on Trio. (Sue Borelli, South Portland)

In Bangor we used to only keep the pink copies but after an on-site visit from the Motor Vehicle Audit Division we started keeping both the pinks and greens.  Even though we were electronic and could bring up the information, the motor vehicle rules said we needed to keep one copy by date and the other by name.  The on-site visit was quite a few years ago but it was clear that we needed to keep both copies, regardless of storage issues.  Perhaps it's time to see if motor vehicle will adjust these rules for electronic towns.

So currently, we keep both copies and the reports for seven years.  Most items for our department are required for seven years so it was just as easy to combine the motor vehicle forms into that time frame. (Dave Little, Bangor)