Repair facility guide
File Documentation, OEM Procedures, Scans, Calibrations, and Proof
A legitimate operation that cannot be connected to vehicle-specific evidence is harder to communicate, authorize, defend, and repeat consistently.
What is happening?
- OEM procedures are referenced but not retained.
- Photos, scans, calibration results, invoices, and authorizations are scattered or missing.
- Final QC does not prove all required steps were completed.
Why does it happen?
- Documentation is treated as an end-of-job cleanup task.
- No standard evidence checklist by operation category
- Vendors return incomplete records
- Files lack a single owner
What documents should I look at?
- OEM procedures
- Pre/post scans
- Calibration reports
- Measurements
- Photos
- Parts and sublet invoices
- Authorizations
- Final QC
What should I ask next?
- Can each important operation be matched to evidence?
- Are scan and calibration results complete—not just invoices?
- Are one-time-use and parts requirements documented?
- Does final QC close every file requirement?
How Collision SS can help
- Audit documentation gaps
- Classify observations separately from potential issues
- Build a repeatable file-quality checklist
Who controls each part?
Repair facility
Maintains vehicle-specific evidence and a clear audit trail.
Sublet/calibration provider
Returns complete invoices and results.
Management
Defines file-quality gates before production and delivery.
Public references
Educational information only. Collision SS does not determine insurance coverage, legal liability, or what any party must pay.