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 vehiclesVehicle with a gross vehicle weight rating (GVWR) of 4,500 kg or more, as indicated on the compliance label..
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 | -The previous 2 years -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 | - 12 months as of the date entered on the document showing that the repair was made |
Owners are required to keep the vehicle maintenance record at the place of business.
| Documents or information to keep | Retention period |
|---|---|
| - The last 2 years during which the vehicle was in use -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 | - The last 2 years during which the vehicle was in use -12 months after disposing of the vehicle |
The maintenance sheets must contain the following information:
| - The last 2 years during which the vehicle was in use -12 months after disposing of the vehicle |
Proof that the repairs were made during servicing | - The last 2 years during which the vehicle was in use -12 months after disposing of the vehicle |
The dates on which storage began and ended, if applicable | - The last 2 years during which the vehicle was in use -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 | - The last 2 years during which the vehicle was in use -12 months after disposing of the vehicle |
The document retention periods indicated on this site apply only with regards to the laws and regulations under which the documents in question are required. Before destroying documents, make sure you comply with the retention periods prescribed by all applicable laws and regulations in effect in Québec.
Last update: May 17, 2022
