Owners and operators are required to keep a record containing specific information and documents on each heavy vehicle, such as the maintenance sheets.
Owners and operators are required to keep a vehicle record, as buses and minibuses are considered heavy vehiclesA road vehicle having a gross vehicle weight rating (GVWR) of 4,500 kg or more, or a combination of road vehicles having a gross combination weight rating of 4,500 kg or more. The following vehicles are also considered to be heavy vehicles regardless of their GVWR: buses, minibuses, tow trucks, vehicles transporting dangerous substances requiring the display of safety marks..
The vehicle record is the responsibility of the owner, the operator, or both, and must be kept at the place of business for specific retention periods.
Documents or information to keep | Who keeps it? | Retention period |
---|---|---|
A copy of the registration certificate |
Owner |
-At all times during ownership of the vehicle -12 months after disposing of the vehicle |
A copy of the lease contract if the vehicle is leased |
Owner and Operator |
-At all times during the lease period -12 months after the end date of the lease contract |
The document certifying compliance if the vehicle was subject to a recall by the manufacturer |
Owner |
-At all times during ownership of the vehicle -12 months after disposing of the vehicle |
Any vehicle exchange reports (including those for trailers and semi-trailers) |
Owner |
12 months as of the date of the exchange report |
Circle check reports |
Owner and Operator |
6 months as of the date entered on the circle check report |
Specific motor coach inspection reports | Owner and Operator | 6 months as of the date entered on the specific motor coach inspection report |
Any information and documents related to mandatory maintenance |
Owner |
-Since the beginning of the program or 2 years, whichever is shortest -12 months after disposing of the vehicle |
Any documents (invoices, maintenance work orders, parts orders) showing that defects detected during a circle check, an inspection specific to motor coaches or mandatory maintenance have been repaired |
Owner |
- Since the beginning of the program or 12 months as of the date entered on the document showing that the repair was made - 12 months after disposing of the vehicle |
Owners are required to keep the vehicle maintenance record at the place of business.
Documents and information to keep | Retention period |
---|---|
|
-Since the beginning of the program or 2 years, whichever is shortest -12 months after disposing of the vehicle |
The schedule of upcoming inspections based on the recall criterion used by the owner and a list of the work performed at each servicing |
-Since the beginning of the program or 2 years, whichever is shortest -12 months after disposing of the vehicle |
The maintenance sheets must contain the following information:
|
-Since the beginning of the program or 2 years, whichever is shortest -12 months after disposing of the vehicle |
Proof that the repairs were made during servicing |
-Since the beginning of the program or 2 years, whichever is shortest -12 months after disposing of the vehicle |
The dates on which storage began and ended, if applicable |
-Since the beginning of the program or 2 years, whichever is shortest -12 months after disposing of the vehicle |
For a vehicle with a gross vehicle weight rating of 7,258 kg or more, brake lining or camshaft rotation measurements, if those measurements are not indicated on another document |
-Since the beginning of the program or 2 years, whichever is shortest -12 months after disposing of the vehicle |