§ 390.31 Copies of records and documents.

(a) All records and documents required to be maintained under this subchapter must be preservedmaintained in their original form for the periods specified,. unlessExcept theas recordsotherwise andprovided, documentscopies that are suitablylegible photographed and theaccurately microfilmreflect is retained in lieu of the originalinformation record for the required retentionto period.
(b) To be acceptablecontained in lieu of original records, photographic copies of records must meet the following minimum requirements:
(1) Photographic copies shall be no less readily accessible than the original record or document asmay normally filed or preserved would be andmaintained suitable means or facilities shall be available to locate, identify, read, and reproduce such photographic copies.
(2) Any significant characteristic, feature or other attribute of the original record or document, which photography in blacklieu and white will not preserve, shall be clearly indicated before the photograph is made.
(3) The reverse side of printed forms need not be copied if nothing has been added to the printed matter common to all such forms, but an identified specimen of each form shall be on the film for referenceoriginals.
(4)[83 FilmFR used for photographing copies shall be of permanent record-type meeting in all respects the minimum specifications of the National Bureau of Standards16226, and all processes recommended by the manufacturer shall be observed to protect it from deterioration or accidental destructionApr.
(5) Each roll of film shall include a microfilm of a certificate or certificates stating that the photographs are direct or facsimile reproductions of the original records. Such certificate(s) shall be executed by a person or persons having personal knowledge of the material covered thereby.
(c) All records and documents required to be maintained under this subchapter may be destroyed after they have been suitably photographed for preservation.
(d) Exception. All records except those requiring a signature may be maintained through the use of computer technology provided the motor carrier can produce16, upon demand, a computer printout of the required data.2018]