Records to be Kept

Three Months

Daily Inspection sheets

Six Months

Records proving compliance with rules if using 100 air-mile exemption i.e.: the time the driver reports for duty each day, the total number of hours the driver is on duty each day, the time the driver is released from duty each day, the total time for the preceding seven (7) days in accordance with 395.8 for drivers used for the first time or intermittently § 395.1 

Records of duty status and all supporting documents § 395.8

One Year

Negative and cancelled controlled substance test result § 382.401

Alcohol test results indicating a breath alcohol concentration of less than 0.02 § 382.401

Vehicle maintenance records (and for six months after the vehicle leaves the motor carrier’s control) § 396.3

A copy of a completed roadside inspection form (the original must have been completed and mailed in within 15 days following the inspection) § 396.9

One Year, Two Months

An original or a copy of the periodic inspection report

Two Years

Records related to the alcohol and controlled substance collection process (except calibration of evidential breath testing devices) § 382.401

Three Years

Driver qualification files -- response of each State agency to the annual driver record inquiry (391.25), the note relating to the annual review of the driver’s driving record inquiry (391.25), the list or certificate relating to violations of motor vehicle laws and ordinances (391.27), the medical examiner’s certificate of the driver’s physical qualification to drive a commercial motor vehicle or the photographic copy of the certificate as required (391.43), the letter granting a waiver of a physical qisqualification (391.49) § 391.51

Accident register (for accidents that occur after April 29, 2003, for accidents prior to April 29,2003, the accident register must be maintained for one year) § 390.15

Five Years

Drug and alcohol -- records of driver alcohol test results indicating an alcohol concentration of 0.02 or greater, records of driver verified positive controlled substance test results, documentation of refusals to take required alcohol and/or controlled substance tests, driver evaluation and referrals, calibration documentation, records related to the administration of the alcohol and controlled substances testing programs, and a coy of each annual calendar year summary required by § 382 - § 403

Indefinite Period

Evidence of a periodic inspector’s qualification and kept for one year after the individual stops performing the inspections § 396.19

Drug and alcohol--records related to the education and training of breath alcohol technicians, screening test technicians, supervisors, and the drivers shall be maintained by the employer while the individual performs the functions which require the training and for two years after ceasing to perform those functions § 382.401

Driver qualification files must be kept entire time driver works for motor carrier and for three additional years after driver leaves the employ of the motor carrier § 380.51

Entry level driver training certificate must be kept for entire time driver works for motor carrier and for one additional year after driver leaves the employ of the motor carrier § 380.511