Record retention is one of the most misunderstood areas of DOT compliance. Many carriers focus heavily on filings, inspections, and driver qualifications, but overlook how long those records must actually be maintained. During an audit, missing documents can be just as damaging as missing inspections.
Under FMCSA regulation 390.31, motor carriers are required to maintain records at their principal place of business and make them available to authorized officials. That means organization and retention are not optional administrative tasks. They are regulatory obligations.
Understanding how long to keep DOT compliance records protects your authority, reduces audit stress, and strengthens your safety profile. If you need a broader overview of regulatory foundations, review this guide to DOT compliance:
This article breaks down the complete retention schedule in plain English, covering driver files, vehicle records, hours of service logs, drug testing documentation, and administrative filings.
Understanding FMCSA Record Retention Rules
FMCSA record retention requirements are rooted in federal regulations, specifically within 49 CFR Parts 390 to 399. These rules define not only what must be documented, but how long each category must be preserved.
Under 390.31, carriers must make records available within two business days of an official request. That means your documents should be organized, accessible, and current. Simply having files scattered across email inboxes or spreadsheets is not enough.
Retention timelines vary depending on record type. Some documents must be kept for six months, others for three years, and certain records must remain in a file for the entire duration of a driver’s employment plus additional time after separation.
Retention requirements typically fall into these categories:
- Driver qualification files
- Hours of service documentation
- Vehicle inspection and maintenance records
- Drug and alcohol testing records
- Accident registers
- Administrative filings and authority documentation
For a deeper regulatory explanation, refer to:
Knowing the rule is step one. Structuring your internal system around those timelines is what protects you during enforcement reviews.
Driver Qualification File Retention Schedule
Driver Qualification Files, commonly known as DQ files, are among the most frequently audited records. FMCSA expects these files to be complete, current, and retained according to specific timelines.
Most DQ file documents must be kept for the duration of employment plus three years after the driver leaves. This includes:
- Employment application
- Road test certificate or CDL equivalent
- Annual MVR reviews
- Medical examiner certificate
- Safety performance history
Some documents have shorter retention requirements. For example, annual list of violations and MVR documentation must be kept for three years from the date of execution.
Medical certificates must be retained for the duration of employment. For guidance on physical qualifications, see:
If you need help structuring and maintaining DQ files properly, this guide provides practical detail:
How to Maintain Drive Qualification Files
Poor file management is one of the most common compliance gaps identified during safety audits.
Hours of Service and ELD Record Retention
Hours of Service documentation plays a major role in compliance reviews. Carriers must retain Records of Duty Status and supporting documents for at least six months.
Supporting documents may include:
- Fuel receipts
- Toll records
- Dispatch records
- Bills of lading
Electronic Logging Device data must also be stored in a retrievable format for six months. Failure to produce HOS records during an audit can result in violations and potential CSA score impact.
For a complete breakdown of HOS compliance and electronic logging rules, visit:
If violations occur due to missing or incomplete logs, enforcement may escalate. Learn more about HOS violations here:
Retention is not just about storage. It is about traceability and accessibility during inspections.
Vehicle Inspection and Maintenance Records
Vehicle maintenance documentation must be retained for one year while the vehicle is in service and six months after it leaves your control.
Required records typically include:
- Annual inspection reports
- Preventive maintenance records
- DVIR reports
- Repair documentation
These records demonstrate that your fleet is mechanically sound and proactively managed. During audits, investigators often cross reference maintenance logs with roadside inspection data.
For detailed inspection requirements, review:
Maintenance documentation gaps can lead to vehicle out of service orders and safety rating reductions.
Drug and Alcohol Testing Record Retention
Drug and alcohol testing records fall under 49 CFR Part 382 and carry varying retention timelines depending on the type of test.
General retention standards include:
- Positive test results, refusals, and SAP reports, five years
- Random selection documentation, two years
- Negative test results, one year
- Training records, two years
Because these files are sensitive and highly regulated, they must be stored securely yet remain accessible for authorized review.
For full regulatory explanation, see:
Incorrect handling of these records can result in significant enforcement penalties.
Accident Register and Insurance Documentation
Carriers must maintain an accident register for three years after the date of each accident. The register should include:
- Date of accident
- City and state
- Driver name
- Number of injuries or fatalities
- Hazardous material release information
Insurance filings and related documentation should also be retained in accordance with FMCSA requirements. While electronic filings are submitted directly, supporting documentation must still be maintained internally.
To better understand insurance obligations, review:
Accident documentation often becomes a focal point during compliance reviews and safety rating evaluations.
Administrative and Authority Records
Administrative filings such as MCS 150 updates, UCR filings, and BOC 3 documentation must be retained according to federal and state requirements.
MCS 150 updates must be filed biennially, and proof of submission should be kept as part of your compliance file. For detailed filing guidance, see:
Additional authority documentation includes:
- UCR registration
- BOC 3 filings
- Operating authority letters
Helpful references:
These administrative records demonstrate that your company is legally authorized to operate.
Preparing Records for a DOT Audit
Record retention becomes critically important during audits. Investigators typically request documents in structured categories and expect prompt delivery.
To prepare effectively:
- Maintain organized digital folders
- Use consistent file naming conventions
- Conduct periodic internal compliance reviews
- Verify retention timelines annually
For a practical audit preparation strategy, review:
Carriers seeking structured compliance systems often rely on professional DOT Compliance services to streamline record management and reduce enforcement risk:
A well maintained retention system reduces stress, shortens audit timelines, and protects your safety rating.
Conclusion
DOT record retention is not just paperwork. It is a regulatory safeguard. FMCSA expects carriers to maintain organized, accessible, and properly retained documentation across every operational category.
Knowing how long to keep each type of record prevents avoidable violations and strengthens your compliance posture. A structured retention system ensures that when an audit request arrives, your documentation is ready and defensible.
Strong recordkeeping reflects strong operational discipline.
Key Takeaways
- Driver qualification files must be retained for employment duration plus three years.
- Hours of Service records must be kept for at least six months.
- Vehicle maintenance files require one year retention plus six months after vehicle removal.
- Drug and alcohol testing records have retention timelines ranging from one to five years.
- Accident registers must be maintained for three years.
- Organized digital systems reduce audit risk and improve compliance visibility.
FAQs
Retention depends on the record type. HOS logs require six months, DQ files require employment duration plus three years, and accident registers require three years.
Record retention requirements are primarily outlined in 49 CFR Parts 390 through 399, particularly section 390.31.
Yes, electronic storage is permitted as long as records are accurate, secure, and retrievable within required timeframes.
Missing records can result in violations, CSA score impact, fines, and increased enforcement scrutiny.
Using structured compliance systems or professional DOT Compliance services helps centralize documentation and automate retention tracking.
