• There are requirements copies must meet to be used in place of original records.

To be acceptable in place of original records, copies must meet the following minimum requirements:

• They must be available to a Federal Motor Carrier Safety Administration (FMCSA) representative within 48 hours.
• There must be suitable means or facilities available to locate, identify, read, and reproduce the copies, such as:
  • Computers
  • Printers
  • Microfilm readers
• All significant characteristics of the original document must be captured or otherwise clearly indicated before the copy is made.
  • For example, a scanner or photocopier must be able to capture all handwriting on the document.
• The back sides of printed forms do not need to be copied if nothing has been added or changed.
  • However, a sample of each form (both sides) must be available for reference.
• Film used for photographing copies must be:
  • Of permanent record type (meeting National Bureau of Standards specifications), and
  • Stored according to the manufacturer’s recommendations.
• Each roll of film must include a microfilm of a certificate(s) stating that the photographs are direct or facsimile reproductions of the original records.

Once suitably copied or converted, the original records can be destroyed.