The Federal Motor Carrier Safety Administration (FMCSA) mandates that companies maintain thorough records to demonstrate compliance with safety regulations. The Department of Transportation (DOT) requires specific retention periods for these documents, which are critical during safety audits and compliance reviews. Maintaining well-organized records simplifies these reviews and ensures that your operations run smoothly and in compliance with all regulations.
DOT Record Retention Periods
DOT Drug and Alcohol Test Records
- Five years:
- Alcohol test results with a BAC of 0.02 or higher
- Verified positive controlled substances test results
- Documentation of test refusals
- Substance Abuse Professional (SAP) evaluation reports
- Annual summary as per 49 CFR 382.403
- Two years:
- Random selection records
- Documentation of reasonable suspicion testing
- Medical evaluations for 'shy lung' and 'shy bladder' cases
- One year:
- Negative and canceled drug test results
- Alcohol test results with a BAC below 0.02
Additional Requirements:
Employers must retain the signed driver acknowledgment of their drug and alcohol policies and records related to employer and supervisor training. These records should be kept for two years after the individual ceases to perform safety-sensitive functions.
Driver Qualification Files
- Retain during employment and for three years post-employment
- Discard after three years:
- Annual list of violations
- Annual state agency inquiries
- Annual driving record reviews
- Medical examiner’s certificates
- Safety performance evaluation certificates (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
- Supporting documents (e.g., 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 at the location where the vehicle is housed and for six months after the vehicle is no longer under company control:
- Identification details (company number, make, serial number, tire size)
- Inspection schedule (type and date)
Additional Requirements:
- Post-trip inspection reports should be kept for at least three months.
- Periodic inspection reports should be retained for 14 months.
- Evidence of inspector qualifications should be maintained for one year after they stop inspecting for the company
Building an Effective DOT Record-Keeping System
Establishing a clean and organized record-keeping system is essential for compliance. A secure online platform ensures that all DOT files are systematically organized and updated according to FMCSA requirements.
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