Policy

All motor vehicle related documents that contain personal information about a client and potentially the registry agent’s business must be kept secure and confidential while in a registry agent’s possession. 

Never collect and/or retain any motor vehicle documents (originals or photocopies) for purposes other than stated in the Registry Agent Motor Vehicle Manuals.

Reports, screen prints and other specified documents used in the delivery of motor vehicle services must be retained; see Records Retention and Disposal Chart QR 1.1 (pdf).

Motor vehicle documents may be retained for longer than the retention periods outlined in the Record Retention and Disposal Chart. This is a business decision each registry agent must make in terms of their own operation in keeping with standard business practices and Revenue Canada requirements.

Destruction Methods

All expired inventory and motor vehicle related documents that contain personal information about a client and potentially the registry agent’s business must be destroyed by one of the following methods:

• Shredding machine.
• Shredding company (company must be bonded).
• Incinerate in a secure area.

For destruction of surrendered Alberta driver’s licences and Identification Cards, see Destruction of Returned Alberta Driver’s Licences & Identification Cards – Section 3.15.10.

Returned Alberta Licence Plates

All returned Alberta licence plates must be returned to the Bonaventure Warehouse.  A registry agent must:

• Logon to www.purolator.com/en/home.page to complete a Purolator request for pick up and to generate a bill of lading.  Use your unique username and password registered with Purolator specifically for returning Alberta Licence plates to complete your request.
• A copy of the bill of lading must be kept together on file in the registry agent office for 90 days.

Returned Out of Country / Out of Province Licence Plates

Out of country and out of province licence plate(s) may be returned to the Bonaventure Warehouse along with the Alberta licence plates for destruction.  A registry agent:

• Must inform the client that they are only disposing of the licence plate(s) and no cancellation notification will be sent to the out of country / out of province jurisdiction.

Shipment of Returned Licence Plates

A registry agent must:

• Ship a minimum of 3 but no more than 10 boxes at one time.
• Not ship more than twice a month.
• Ship at least once every 6 months even if you have less than 3 boxes.
• Seal all boxes and number if more than 1.
• Print and attach the bill of lading to each box using the plastic labelope (clear sticky envelopes).
• Ship to: 

  Warehousing Services
  Service Alberta
  Bonaventure Warehouse
  12944 146 Street
  Edmonton, Alberta T5L 2H7

Note
Shipping boxes must not be more than 0.04 cubic meters (1.3 feet) and weigh more than 16 kg (35 pounds).

Date Originally Issued: Nov 14, 1989
Date Last Revised: Sep 06, 2016