Ask X3What does 49 CFR 180.417 (Reporting and record retention requirements) require?
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As a motor-carrier owner, here is what you must do under 49 CFR 180.417 regarding reporting and record retention:
1. Vehicle Certification & Manufacturer's Documents
* If you own a specification cargo tank: You must keep the manufacturer's certificate, ASME U1A data report (where applicable), and related papers (including emergency discharge control system certifications). Keep these documents for the entire time you own the tank, plus one year after. If you sell or transfer ownership, you must keep non-fading photocopies of these documents for one year.
* If you use a specification cargo tank that you do not own (motor carrier): You must obtain and keep a copy of the vehicle certification report for as long as you use the vehicle, plus one year after. (Note: This does not apply if you lease the cargo tank for less than 30 days.)
* Where to keep records: Keep these documents at your company's principal place of business or at the location where the vehicle is housed or maintained.
* Missing Documents: If you do not have the original manufacturer's certificate, you must follow specific certification steps using a Registered Inspector (or the National Board for ASME tanks) to prove the tank conforms to the specification, and both you and the Inspector must certify it.
2. Test and Inspection Reports
* Reports: Anyone performing a test or inspection on your cargo tank must provide a written report in English containing specific details (such as the tank's serial number, manufacturer, specification, MAWP, test methods, pressure relief device details, defects, repair info, and a continued qualification statement signed by the registered inspector and you).
* Retention: You (and the motor carrier, if you are not the owner) must keep a copy of each test and inspection report until the next test or inspection of that same type is successfully completed. (This retention rule does not apply if leasing for under 30 days.)
3. Additional Rules for MC 330 and MC 331 Cargo Tanks
* If you operate a Specification MC 330 or MC 331 cargo tank in anhydrous ammonia, LPG, or other services that can cause stress corrosion cracking, you must create a written report after completing pressure tests.
* You must keep this report at your principal place of business for the entire time the tank is in your service, plus one year thereafter.