Build a useful service record
Capture the pickup date, site address, contact person, estimated or documented quantity, tire types and provider. Store invoices, manifests, weight tickets and any related emails together so the documents can be found later.
If a pickup is rescheduled or the amount differs from the estimate, add a short note explaining the change. This helps accounting and operations teams reconcile the service.
Follow the rules for the shipment
Paperwork and retention duties depend on the state, the role of each party and the destination. Georgia EPD provides scrap-tire transportation manifests and guidance for generators and carriers. South Carolina DES says registered haulers must track covered loads with a Waste Tire Hauler Manifest and retain completed manifests for the period stated in its current guidance.
Use the current agency instructions for your own responsibilities; this article is general information, not a compliance determination.
Make the records easy to retrieve
Use one naming convention for digital files, such as date-location-provider. Limit access to staff who need the records and keep backups according to your company’s normal policy.
When a buyer, auditor or regulator asks about a load, a complete set of documents is more useful than searching through a general email inbox.