In New York, insurers must keep completed auto damage inspection reports for six years, photos excluded.

Outline recap (quick snapshot)

• Hook: A simple document can prevent big headaches later.

• Core rule: New York requires the insured copy of the inspection report (minus photos) and six years of retention in the policy record.

• Why it exists: transparency, accountability, smoother disputes or audits.

• What’s inside vs. what’s excluded: the copy to you vs. the full file kept by the insurer.

• Practical impact: how this helps both sides and what the insured should do with it.

• Quick Q&A: the common questions around the six-year rule and similar durations.

• Wrap: a straightforward takeaway and a nudge to keep good records.

The bite-sized truth about file retention

Here’s the thing: when a vehicle gets damaged and the insurer sends a claims adjuster to the scene, there’s a paperwork trail that follows. In New York, the rules say the insurer must hand the insured a copy of the completed inspection report, but with photos removed. Think of that as a clear, redacted summary you can keep in your records. At the same time, the insurer stores the full, completed report in the insured’s policy file for a minimum of six years. That six-year clock isn’t just a number pulled from thin air; it’s a regulated period designed to cover most situations that might arise later, from disputes to audits.

Why six years, you might wonder? It’s about balance. Six years is long enough to capture longer-term developments—like if a hidden issue crops up after a repair—or to support a claim that’s revisited years down the road. It’s short enough to keep things practical for a busy claims team. And yes, it applies even if the vehicle changes hands or the policy undergoes changes; the recordkeeping obligation stays tied to the insured’s file.

What exactly is included and excluded

Let me explain the everyday flow. After an inspection, the insurer compiles a report. The insured receives a copy of that report, with photos omitted. The written content—notes, assessments, damage descriptions, repair estimates, and conclusions—is what you’re given to review. The photos themselves are valuable for the insurer’s internal review and for any future reference, but they’re not part of the copy you get.

Meanwhile, the completed report lives in the insurer’s policy record for at least six years. That means the insurance company has a full record of the inspection in its archives, connected to your policy, even if you don’t hold onto the physical or digital copy forever. This separation between what you get and what the insurer keeps is intentional and designed to protect both sides: you stay informed, and the insurer keeps a robust history for audits, disputes, or reopens of the claim.

Why this matters in the real world

Why should you care about a six-year retention window? Because it’s a practical safeguard. If a dispute pops up later—maybe a repair fails or there’s a disagreement about the extent of damage—the history of the inspection can be part of the conversation. It helps establish a baseline: what the adjuster saw, what was recommended, and what was approved or denied. For the insurer, it aids in compliance, audits, and consistent claims handling. For you, it provides transparency and a documented timeline you can reference if questions arise.

A few common-sense takeaways

• The insured gets a copy of the inspection report, minus photos. Keep that copy; it’s your snapshot of the claim evaluation.

• The insurer retains the completed report in your policy file for six years. That’s the official record you can reference if needed.

• The six-year rule helps both sides track history, resolve misunderstandings, and support any future claims related to the same incident.

• Other durations (three, nine, twelve years) aren’t the standard for this particular paperwork in New York; six years is the rule of the roost for this item.

A practical mindset for insured readers

If you’re thinking, “Okay, I’ve got a copy; what next?” here are easy moves:

• Save a dedicated copy: store the report in a clearly labeled folder on your computer or in a safe physical place. Name conventions help later—think “PolicyNo_ClaimDate_InspectionReport.”

• Keep it accessible: you’ll want to be able to pull it up quickly if you need to reference it during a conversation with your insurer or a repair shop.

• Note the date: write down the date of the inspection and any important dates tied to the claim. A little dating goes a long way when you’re trying to untangle a timeline.

• Know where the full file lives: while you’ll have the copy minus photos, you may need to reference the insurer’s full record later. Ask your agent or insurer where those six-year files are stored and how you can access them if needed.

• Don’t wait to act: if something about the report feels off, speak up early. Correcting small misalignments now can prevent bigger headaches later.

A quick Q&A for clarity

• Q: Why not six years for everything, everywhere? A: Different documents have different retention rules. This six-year requirement is specific to the completed inspection report in the insured’s policy record in New York.

• Q: Do all insurers follow the exact same process? A: Most comply with the state regulation, but processes can vary a bit by company. The core rule—copy to the insured and six-year retention—tends to be standard.

• Q: Can I request a copy of the photos too? A: The official requirement is to provide a copy minus photos. If you want the photos, ask your insurer if they can share them separately or under a different arrangement.

• Q: What happens after six years? A: The policy file archive may be purged or moved to long-term storage, depending on the company’s data policies. The important thing is that the six-year window currently applies for this specific document.

Tiny digressions that connect to the bigger picture

Some people worry that a six-year rule sounds like a chain around their neck. In truth, it’s more like a steady heartbeat in the claims process: predictable, reliable, and there when you need it. And while we’re on the topic of reliability, consider how this kind of documentation stacks up against other lines of business. Banks keep loan files for decades, not just six years. Health records have their own timelines. The insurance world isn’t trying to overcomplicate things; it’s aiming for consistency that helps everyone, especially when emotions run high after damage to a car you rely on daily.

If you’re curious about the broader landscape, you’ll notice similar principles at work in other states and in related claims areas. The underlying goal is simple: build a clear trail of what happened, what was decided, and why. That trail becomes a shared reference point for insured, insurer, repair shops, and, when needed, regulatory audits.

Putting it together: the bottom-line takeaway

• The correct answer to the question is six years—the insurer must keep the completed inspection report in the insured’s policy record for six years and provide the insured with a copy of the report minus photos.

• This rule is designed to foster transparency and support future claims, disputes, or audits by preserving a complete, time-stamped history.

• For the insured, the practical value is having a straightforward, accessible record of what the insurer saw and decided, without the clutter of photos but with the essential written assessment.

Closing thought

Documentation often feels like the boring part of dealing with car damage, but it’s the quiet backbone that keeps everything moving smoothly. When you have a copy in hand and a six-year file backing up the process, you’re not just following a rule—you’re protecting your interests and building a clearer, calmer path through any bumps that come your way.

If you’d like, I can tailor this into a concise, shareable checklist for insured readers or turn the core points into a quick reference card you can print and keep in your glove compartment or filing cabinet. Either way, the six-year rule is a straightforward guardrail worth knowing and respecting.