ELECTRONIC RECORD STORAGE STATEMENT (continued)
Wisconsin Department of Transportation (WisDOT) MV2984
WisDOT Guidelines for Electronic Record Storage
At their option, licensed dealers may store documentation of completed vehicle transactions in an electronic format, and
dispose of paper files, if the dealer complies with the following WisDOT Guidelines for Electronic Record Storage.
Dealers must complete and submit WisDOT’s Electronic Records Storage Statement (WisDOT form ERSS) before using
an electronic record-keeping system that replaces paper files.
Records kept
1. Maintain electronic records of all documentation required by law for completed consumer transactions.
2. Protect your dealership by maintaining electronic files of other important information relating to a transaction, including
worksheets and other papers customarily stored in the “deal jacket,” even if not required by law.
3. Check electronic record-keeping requirements of your franchiser and other regulatory agencies (including the
Department of Financial Institutions), before using an electronic record-keeping system that replaces paper files.
4. The dealership is not required to maintain paper copies of documentation after the sale or lease, if all required
records are maintained electronically in accordance with these guidelines.
Quality control
1. Make sure all scanned copies are legible and complete.
2. Create a process for double-checking that a file has been scanned completely before paper copies are destroyed.
Availability
1. Make sure electronic records are available to WisDOT staff during normal business hours.
2. Have a working printer on site at all times, and print paper copies of electronic records at WisDOT request.
3. Keep in mind that, in the event your dealership became unable to provide dealer records upon WisDOT request, and
if your dealership had an ongoing relationship with an electronic records vendor or software provider, WisDOT might
ask the vendor to assist with system access during an investigation. Dealerships certify on their Electronic Records
Storage Statement (WisDOT form ERSS) that they authorize the vendor to provide such assistance to WisDOT, if
needed—at vendor discretion.
Security
1. Protect the integrity of your files, and your customers’ privacy by password protecting your electronic records storage
system.
2. Limiting system-wide access to a few trustworthy employees, top managers or dealer principles.
3. Tailor system access to match users’ actual needs—for example, create separate folders or “cabinets” for F&I, Sales,
Service, etc., and limit employee’s access to their department’s folders.
4. Change passwords periodically.
5. Make sure all electronic stored documents are in a read-only format and cannot be modified.
Back-up copies
1. Systems sometimes fail and records can be corrupted or lost. Keep electronic back-up files of all electronic records in
a secure location. Do not store your back-up files on the same hard drive as your primary files.
2. Back-up electronic record files often—preferably at the end of any day in which new records have been created.
3. Keep the paper copy of any record until a back-up copy of the record has been created. Note: you do not have to
keep paper copies of properly stored and backed-up electronic records of a completed transaction.
4. Keep a second back-up copy of all records at a secure location, for example in a safe deposit box at a nearby bank.
5. Maintain records and back-up copies for 5 years to be consistent with legal record retention requirements.
Laser forms
1. Any dealership forms produced electronically at the dealership must meet all legal requirements for content and
layout, and any DOT print specifications for that form. For more information about laser form requirements, contact
WisDOT Dealer Section at (608) 266-1425.
2. The electronic record of any dealership-produced form should contain any required signatures. (Scan documents into
the record after all signatures have been added.)
3. The customer copy of any printed form should contain the same information and signatures as the dealership copy or
file copy of the form.
