Mileage log retention: backups, versions and evidence

Legal retention periods depend on country and situation. The technical rule is simpler: important records should not exist on only one phone.

A useful archive shows which data belonged to a period and which report version was shared.

Keep source data and reports

PDF supports human review; CSV preserves individual lines. Save both with consistent vehicle, period and version names.

Use more than one storage layer

Combine device storage, a controlled backup and periodic exports outside the app. Verify the full history after device migration or restore.

Close periods with versions

Working draft
Reviewed version
Final archive copy
New version for later correction
Note who reviewed changes

Test recovery

Open archived PDFs and test a CSV import. Confirm dates, time zones and special characters survive. Verify the current legal period with the relevant authority before deletion.

Turn the guidance into a controlled workflow

Use “Mileage log retention: backups, versions and evidence” as a working checklist with a real reporting period, not as a one-time reading exercise. Capture each drive promptly, add its business context while it is still fresh, and flag anything that relies on an estimate or manual correction.

Set one short weekly review and a formal month-end close. This separates routine classification from final approval and keeps a small uncertainty from becoming an unexplained annual total.

Verify the result before you rely on it

Check a sample against your calendar, invoices or other business records. Confirm the vehicle, driver, dates and category filters, then open both the PDF and CSV exports instead of assuming a completed export is usable.

Store the exact version you shared and record why a later correction was necessary. Tax rules and retention periods depend on country and situation, so verify current local requirements with the relevant authority or a qualified adviser.

See how it works