• 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 per 390.32:

• 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.