dealer police book -Automated and cloud based

Section 251 of the Michigan Vehicle Code (MCL 257.251) requires vehicle dealers to make and keep certain records concerning vehicle sales transactions. They are subject to inspection by law enforcement officials and Michigan Department of State investigators during unannounced visits to dealerships.

Michigan Police Book requirements and other record-keeping information is found on the Michigan Secretary of State's website at michigan.gov/sos and applies to all Class A and Class B automotive dealers as well as other classes of license.

Click Here to view the Police Book Washout System requirements on Michigan.gov

Dealer Manual Chapter 2 also provides detailed information related to record keeping requirements for Michigan automotive dealerships

Click Here to view the Dealer Manual Chapter 2 Record Keeping Requirements

The State of Michigan Dealer Checklist includes electronic Police Book requirements and tips, it is a good resource for information:

https://www.michigan.gov/-/media/Project/Websites/sos/04preston/Vehicle_Dealer_AB_Checklist.pdf?rev=2578a54c6c334815aba559c589e375b9

Police Book Entry Requirements – Hardbound, Washout or Electronic: 

Date vehicle acquired, Purchase number/ stock number, Vehicle Identification Number (VIN)., Title number,  Who you purchased the vehicle from: Name, address, city, state and ZIP code (auctions are a special case).  Identification information, including: Make, model,  . body style, and, year. , Date vehicle sold,  Who you sold the vehicle to: Name, address, city, state, ZIP code. 

Police Book Quick Tips: 

• Vehicles must be kept in date order. 

• The date the vehicle is acquired is the date monetary value was exchanged and ownership changed. 

• If you are waiting for a title from an auction, enter any identifying information into your Police Book the day the vehicle was purchased, and go back to that entry after you receive the title to complete the entry. It is important not to forget this step. 

• Use the “Remarks” section when waiting for a title. 

• If a vehicle was purchased at an auction, the “Bought From“ entry in your Police Book should be the last person on the title, not the name of the auction. 

Dealer Manual Chapter 2 Section 1.3:

2-1.3 Electronic Records. Dealers must ensure their software meets Michigan Department of State requirements for electronic record keeping. The Department of State will not test, evaluate, or recommend software. Dealers who choose to maintain an electronic Police Book or other required records must be prepared to print a paper copy of the records if requested by law enforcement or Michigan Department of State investigative staff.  

When a dealer buys or acquires a vehicle for sale, certain information must be entered into the police book or washout system.  The following information is required: 

• Name and address of the person from whom the vehicle was acquired (not the name of the auction); 
• Date dealer took possession of the vehicle; 
• Stock or inventory number assigned; 
• Title number (does not apply to new vehicles). If the title is not yet available, leave the space blank. The vehicle may not be offered for sale until the dealer possesses a properly assigned title;
•  If the vehicle does not have a Michigan title, the state or country which issued the title;
•  Vehicle Identification Number (VIN);
•  Description of the vehicle (year, make, body style, color, etc.);
•  If the vehicle was purchased from or sold to another dealer, that dealer's license number;
• Whether the vehicle has a salvage or scrap title;
• Buyer's name and address; 
• Date of sale.