Definitions

01. Vehicle Dealer File System. Books, records and files, necessary to conduct the business of a vehicle dealership. Records will be securely kept by the dealership in such order that they can be readily inspected by a Department Investigator. Such records and files may be kept electronically, as long as such records can be verified by the dealership as true and correct copies of the original records. Physical records or files retained by the dealership may be stored at an off-site location. The dealership will notify the department 30 days in advance of the address of the off-site location prior to moving such records. Records or files stored off-site will be made available to the department within 3 business days upon request. The files and records will contain but are not limited to: (7-1-25) a. Physical or electronic sales invoices for current and two (2) preceding years; (3-31-22) b. Physical or electronic copies of purchase orders for vehicles purchased for current and two (2) preceding years; (3-31-22) c. Physical or electronic copies of title application forms accessible in numerical order; (3-31-22) d. Written or electronic records of vehicles bearing new or used dealers’ number plates and their use by a manufacturer, vehicle dealer, or full-time licensed salespersons searchable by date, time or plate number; (3-31-22) e. Written or electronic records for loaner plates searchable by date, time or plate number; (3-31-22) f. Copies or electronic records of Wholesale Dealer Forms records showing, all transactions, as applicable searchable by date or name of consignee; (3-31-22) g. Physical or electronic odometer disclosure records for non-exempt vehicles; and (3-31-22) h. Physical or electronic records of consignment agreements, as specified in Section 49-1636, Idaho Code. (3-31-22) i. All electronic records will be created in a secure manner to prevent such records from being altered. Electronic copies of records will be legible, complete, and an accurate reproduction of the original business record. (7-1-25) j. All electronic copies of records will be supplemented with a back-up copy of the electronic records. (7-1-25) k. Any device, server, network device, or any internal or external storage medium which stores the electronic records will have security access controls and physical security measures to protect the records from unauthorized access, viewing, or alteration. (7-1-25) l. Any dealer storing electronic or physical records that contain personal information will ensure that disposal of any records be completed in a secure manner, by shredding, erasing, or otherwise modifying the personal information to make it unreadable or undecipherable through any means. (7-1-25) 02. Vehicle Dealer Sign Requirements. An exterior sign permanently affixed to the land or building, with clearly visible letters, visible to major avenue of traffic meeting local building or zoning codes with the trade name of the dealership clearly visible from fifty (50) feet. (7-1-25) 03. Telephone. A phone that has a publicly published business number in the name of the dealership. IDAHO ADMINISTRATIVE CODE IDAPA 39.02.03 – Vehicle Dealer’s Principal Place of Business Idaho Transportation Department & Idaho Consumer Asset Recovery Fund Claims Section 100 Page 4 Business phones will be answered during declared business hours, in the name of the licensed dealer. (7-1-25) 011. -- 099. (RESERVED)