When a disaster strikes, it is too late for planning. Fleets must prepare in advance, understand the risks, and know how to mitigate them. Protecting documentation, such as tag registrations and titles, should be part of that preparation.

Lora Dunton, co-owner of J3 Management Group, emphasized the importance of proactive planning and working with partners with proven systems. She said that, for the most part, fleets use fleet management companies (FMCs) to manage their vehicles, including the related tasks of managing registrations and titles.

“We’re hoping that whatever fleet management company you’re dealing with keeps digital copies, and they’re keeping the titles in a secure, fireproof, waterproof safe,” Dunton said.

J3 Management Group is in a former bank building, so all records are locked securely inside a vault every night. Physical records for J3 clients are kept in a fireproof, waterproof vault. Dunton said clients trust J3 because their documentation is protected even in extreme conditions.

What about digital records? How are those kept safe?

J3 Management Group uses cloud-based records storage with secure network protocols. Dunton said having a highly secure network for the system is essential, and ensuring all documents (including copies of tag receipts and titles) are kept safe for clients. She explained some FMCs may do the same, but not all providers have a multi-layered system like J3’s.

Registration & Renewals in Disaster Area

What happens when the time for tag renewal rolls around and the government office that handles it is damaged, destroyed, without power,or for whatever reason is out of commission? How do you manage not being able to contact those entities for renewals?

“Once it’s considered a natural disaster, those areas are exempt and have an extended period for their renewals,” she explained.

Dunton pointed out that Department of Motor Vehicles offices might put closure notices on its websites, but that cannot be guaranteed if power is out across the area. Those websites might also be down, and the posting of such information may be delayed. J3 proactively communicates with DMV offices and keeps clients updated in real time.

Dunton said her team equips clients with documentation and preparedness resources in advance. They plan for the storm instead of waiting for it to happen because it is too late. J3 also guides its clients through all post-disaster transitions.

Evacuating from a Disaster Area

There is also the consideration of whether a vehicle leaves a disaster area without its updated renewal.

“If they’re in the vehicle leaving from a damaged area, and if they get stopped because their tag is expired, then that’s where they have to notify law enforcement, ‘I’m just evacuating from a damaged area, and we have our extensions,’ then they’re cleared,” she suggested.

It is wise to have information about the disaster declaration for your area with you. Municipalities or state agencies will likely post the disaster declaration. However, Dunton pointed out that this could also take time as local governments are also dealing with the disaster. Sometimes, once a local government posts online, notices of renewal period extensions or waived inspections may be available due to the disaster. Be sure to check for those.

According to Dunton, the best approach throughout all this is to stay in touch with your FMC.

We work with a lot of FMCs, so when we find out any news that’s going on with the DMV, offices, municipalities, we make sure we keep them updated so they can update their drivers,” Dunton explained. “It’s all teamwork.”

What to Do When Relocating Assets

Sometimes, a company may know of the potential for a disaster in advance, such as with an approaching hurricane. How will registration be impacted if vehicles are moved to another location in advance and the renewal date rolls around?

“It’s good that they move the vehicles beforehand, but they don’t necessarily have to change the registration address, because the vehicle should be registered wherever the business is located,” Dunton explained. “Once everything opens back up and the DMV offices open, we can follow through with renewing vehicles or finish whatever transaction was taking place.”

If the vehicles return to the regular base of operations after the evacuation or recovery period, there is no need to reregister them in a new area. But if a fleet decides to keep one of those evacuated vehicles for use in a new area, registration will need to be done for the new business home.

“If they plan on just leaving that asset there (a new location), they would need to make sure they have that title and go to that local DMV office to do that whole transfer to issue a registration for that new county or new state,” Dunton said.

Sending Vehicles into the Disaster Area

Sometimes, a fleet may have vehicles respond to a disaster area as part of a relief effort. Those vehicles should be current and up to date on registration.

But, if one somehow becomes damaged as part of the disaster, Dunton said the key is to have a digital print of the registration and insurance. However, paper copies must also be kept with the vehicle.

Whether vehicles are impacted by the disaster or are potentially going into a disaster where they could be damaged, documentation is key. All copies, not originals, should be kept inside the vehicle in a waterproof, sealed case.

When returning to a damaged area, Dunton again emphasizes the importance of ample documentation.

“Keep a digital copy of everything that you have, your insurance, your registration, even a utility bill that has your first and last name on it, a business card to show proof that you work for the company,” Dunton said.

While there should be digital copies of everything, she also cautions not to rely on documentation on your smartphone; have paper copies.

“If you don’t have electricity, you don’t have power and can’t charge your phone. Then it means you can’t even show your digital print of who you are, what asset you’re responsible for, or what assets you even own, while you’re out there in the field,” she explained.

Fleets need to be covered from the ground up to the cloud. Dunton stressed the best practice is having access to all forms’ documentation, and J3 can help assemble and store complete documentation kits.