Question: Can the copy of the periodic/annual inspection form kept in a carrier’s office or shop be electronic, or does there need to be a paper copy as well?
Answer: Electronic document retention is allowed. (390.32) Carriers can either create and keep documents electronically or they can scan paper documents and store them electronically. This includes periodic/annual inspection reports. An electronic document or the scanned copy is acceptable on its own provided it:
- Contains all the information required by the regulation involved (396.17 and .21),
- Can be printed during an audit, and
- Has a signature protocol in place (if required) to verify the identity of the person signing the document.
