Section 1020.20 Required Records For Automotive Parts Recyclers Rebuilders, New Vehicle Dealers, Used Vehicle Dealers, Repairers, Transporters, and Out-of-State Salvage Vehicle Buyers

Section 1020

Section 1020.20  Required

Records For Automotive Parts Recyclers Rebuilders, New Vehicle Dealers, Used

Vehicle Dealers, Repairers

, Transporters,

and

Out-of-State Salvage Vehicle Buyers

Each person or firm licensed

pursuant to Sections 5-301 (excluding Scrap Processors), 5-302, 5-101, 5-102

, or 5-201

of the Illinois Vehicle Title and

Registration Law (the Act) of the Illinois Vehicle Code is required to maintain

for a period of three years subsequent to the acquisition, disposal, wrecking,

rebuilding or junking of vehicles or essential parts thereof, a uniform record

of such transactions at the principal place of business.  Such records shall be

kept in a bound ledger or electronic data processing system (Police Book).  The

"Police Book" shall be double-entry reflecting the required

information at the time of acquisition and at the time of disposal.  The

required information shall be, but without limitation, as required hereunder

, as applicable

.

a)         Upon the purchase, receipt, or acquisition or disposal of

vehicles, essential parts pursuant to Section 1-118 of the Illinois Vehicle

Code (IVC) the following information must be recorded from the records kept on

file at the licensee's established place of business in a legible form.  A

separate record shall be kept for each vehicle or essential part and shall be

open to inspection at any reasonable hour as allowed by Section 5-403(4) of the

IVC by any authorized representative of the Secretary of State or any peace

officer:

1)         The name, address, and verification of same, of the person

from whom the vehicle or essential part was acquired.  If that person is a

dealer, the Illinois or out-of-state dealer license number of such person shall

be recorded

o inspection at any reasonable hour as allowed by Section 5-403(4) of the

IVC by any authorized representative of the Secretary of State or any peace

officer:

1)         The name, address, and verification of same, of the person

from whom the vehicle or essential part was acquired.  If that person is a

dealer, the Illinois or out-of-state dealer license number of such person shall

be recorded.  Verification shall be by an Illinois driver's license, and one

other type of identification;

2)         The date and type of acquisition or disposal (i.e., sale,

exchange, etc.);

3)         A description of the vehicle or essential part, including:

A)        The year, make, model, style and color of the vehicle or

essential part;

B)        The manufacturer's identification number, the Secretary of State's

or the Illinois State Police's identification number, or if applicable, the

derivative or essential part assigned number;

C)        The year, make, model and manufacturer's identification number

of the vehicle from which the essential part was removed;

4)         Documentary proof of ownership consisting of the following

documents:

A)        Uniform Invoices;

B)        Certificates

of title, salvage certificates, junking certificates;

C)        Receipts

or bills of sale; or,

D)        Other

acceptable documentary evidence of right of possession;

5)         The signature of the person making the inspection of a used

vehicle as required under subsection (d), if applicable;

6)         The name and address of the person to whom any vehicle or

essential part was disposed, and if that person is a dealer, the Illinois or

out-of-state dealer license number of that dealer;

7)         The uniform invoice number reflecting the disposition of the

vehicle or essential part;

8)         A record of every vehicle transported by a

transporter licensed under Section 5-201 of the Act, including numbers of or

other marks of identification thereof, the names and addresses of persons from

whom and to whom the vehicle was

or

out-of-state dealer license number of that dealer;

7)         The uniform invoice number reflecting the disposition of the

vehicle or essential part;

8)         A record of every vehicle transported by a

transporter licensed under Section 5-201 of the Act, including numbers of or

other marks of identification thereof, the names and addresses of persons from

whom and to whom the vehicle was delivered, and the dates of delivery, if

applicable; and

9)         A record of the in-transit plate and the vehicle

that each plate was placed upon for purposes of being transported by a

transporter licensed under Section 5-201 of the Act, if applicable.

b)        It shall be the responsibility of every licensee hereunder to

inspect every vehicle or essential part acquired.  If there is any evidence

that any serial number thereon has been removed, altered, defaced or destroyed,

the licensee shall notify the Secretary of State.

c)         Licensees who do not maintain electronic data processing

record-keeping systems shall maintain, for three years, the information

required to be recorded by Section 5-401.2 of the Act in separate bound ledger

books of a double entry type to be titled as follows:

1)         New Vehicle;

2)         Used Vehicle;

3)         Essential Parts;

4)         Rebuilt Vehicles;

5)         Junked Vehicles; and

6)         Transported Vehicles.

d)         Licensees who maintain their records in an electronic data

recordkeeping system shall maintain, for three years, the information required

to be recorded by Section 5-401.2 of the Act which must be

accessible

for inspection by the vehicle identification

number either directly or indirectly through the association of the vehicle

identification number with another identification number:

1)         All electronic records must be retrievable during the

inspection; and

2)         There shall be an employee of the licensee available to

retrieve the records during the hours of operation of the business

le

for inspection by the vehicle identification

number either directly or indirectly through the association of the vehicle

identification number with another identification number:

1)         All electronic records must be retrievable during the

inspection; and

2)         There shall be an employee of the licensee available to

retrieve the records during the hours of operation of the business.

e)         Separate records for each vehicle or essential part shall be

kept. Such records shall be clearly legible and open for inspection at any

reasonable time by any authorized representative of the Secretary of State or

any peace officer.  The Secretary of State may prescribe forms for the

maintenance of such records.

f)         Any person or firm who violates or fails to comply with the

provisions of this Part may have the license denied, revoked or suspended in

accordance with Section 5-501 of the Act.  Hearings to contest such action

shall be held in accordance with Section 2-118 of the Illinois Vehicle and

Registration Law of the IVC as amended and 92 Ill. Adm. Code 1001. Subpart A.