DOT Record Retention: What You Need to Keep and For How Long

The Federal Motor Carrier Safety Administration (FMCSA) requires companies to maintain records documenting their compliance with safety regulations. The DOT requires people in its chart to retain documents for specific periods as mandated.

During DOT safety audits and compliance reviews, auditors examine these records. They keep files organized, eliminate unnecessary records streamlines, and simplify the review process.

DOT Record Retention Periods

DOT Drug and Alcohol Test Records

• Five years:
  • Alcohol test results with BAC ≥ 0.02
  • Verified positive controlled substances test results
  • Documentation of refusal to test
  • Substance Abuse Professional (SAP) evaluation reports
  • Annual summary as required by 49 CFR 382.403
• Two years:
  • Random selections
  • Documentation of reasonable suspicion testing
  • Medical evaluations for “shy lung” and “shy bladder” situations
• One year:
  • Negative and canceled drug test results
  • Alcohol test results with BAC < 0.02

Additional Requirements:

• The DOT drug and alcohol program must keep the employer’s policy-signed driver acknowledgment and all records related to employer and supervisor training. The individual must also perform safety-sensitive functions for two years after that.

Driver Qualification Files

• Retain while the person is employed and for three years after.
• Discard after three years:
  • The annual list of violations
  • Annual inquiry to state agencies
  • Annual driving record review
  • Medical examiner’s certificate
  • Safety performance evaluation certificate (if applicable)

Hours of Service Records

• Retain for six months:
  • Driver’s record of duty status (RODS)
  • Backup of ELD records on a separate device from the original
  • Supporting documents (shipping records, income, statements, bills of lading, weigh station tickets, phone bill extracts)
• For short-haul drivers, document entry and exit times and total hours worked.

Vehicle Maintenance Records

• Retain for one year where the vehicle is housed and for six months after it leaves the company’s control:
  • Identification information (company number, make, serial number, tire size)
  • Inspection schedule (type and date)

Additional Requirements:

• Post-trip inspection reports for at least three months.
• Periodic inspection reports for 14 months.
• Evidence of inspector qualifications for one year after they stop inspecting for the company.

Organized DOT Record Keeping System

Creating a clean and organized DOT record-keeping system from the start is crucial. A secure online platform ensures that all DOT files are organized and updated with FMCSA requirements.

Professional Assistance

Get a free demonstration of our DOT software now. Please email us at contact@nexus33.com, and let’s talk about your program requirements!

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