DOT Recordkeeping: How Long to Keep Every Record
Auditors ask two questions: does the record exist, and did you keep it long enough? Here is how long to hold each type.
Retention at a glance
- Driver qualification files — for the length of employment plus 3 years after the driver leaves
- Records of duty status (logs) & supporting documents — about 6 months
- DVIRs and repair certifications — about 3 months
- Annual inspection reports — kept for roughly 14 months
- Vehicle maintenance history — kept while the vehicle is controlled by the carrier, and for a period after it leaves the fleet
- Accident register — 3 years
- Drug & alcohol testing records — retention varies by record type, ranging from a year to several years
The retrieval test
Keeping records is only half the job — you also have to find them fast. A record that exists but cannot be produced during an audit functions like a missing record.
Build once, keep current: a single organized system for these categories is the backbone of being audit-ready. See the full audit checklist and the DQ file checklist.
Frequently asked questions
How long do I keep hours-of-service records?
Records of duty status and their supporting documents are generally retained for about 6 months.
How long do I keep a driver's file after they quit?
The driver qualification file is generally kept for the duration of employment plus 3 years after the driver leaves.
See where your records stand
AuditReady tracks permits, driver files, and expirations, and builds an audit-ready PDF binder — free to start, no card required.
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