Identity
VIN, unit number, year, make, model, powertrain, plate, ownership status, and other stable vehicle details.
Fleet records guide
A vehicle record should tell the next person what happened without requiring a phone call.
Good fleet records connect identity, mileage, maintenance, inspections, defects, repairs, costs, documents, and decisions to the same vehicle over its operating life.
Mileage timeline
Reliable odometer events give maintenance and utilization records the context needed to be useful.
Work history
Services, repairs, parts, vendors, invoices, defects, and completed dates should remain tied to the vehicle.
Inspection history
Preserve what was checked, what was found, and how defects were ultimately resolved.
Decision history
Condition, costs, downtime, market value, and replacement decisions become more defensible when the underlying evidence survives employee turnover.