Missing paperwork has become one of the most expensive problems in trucking. While carriers focus on driver safety and vehicle maintenance, documentation violations quietly pile up during DOT audits — often catching even well-run operations off guard. So far this year, paperwork-related violations have made up about 22% of all audit violations. Knowing exactly what records to keep, and for how long, can mean the difference between a clean audit and thousands of dollars in preventable fines.
What Are the FMCSA Record Retention Requirements?
FMCSA requires carriers to maintain organized, accessible files that prove compliance with safety regulations. These requirements fall into four main categories, each with specific retention timelines that carriers must track carefully.
Drug and Alcohol Testing Records
DOT drug and alcohol records must be stored securely with controlled access, separate from personnel files — even for single-driver operations.
Retention requirements include:
- Five years: positive test results, refusals, 0.02+ alcohol tests, Substance Abuse Professional (SAP) evaluations, and annual MIS reports.
- Two years: random selection records, reasonable suspicion documentation, and medical evaluations for shy lung/bladder situations.
- One year: negative and canceled test results, alcohol tests under 0.02.
- Training records: kept indefinitely while the employee performs safety-sensitive functions, plus two years after.
Driver Qualification Files (DQFs)
Driver qualification files must be maintained for the entire period of employment, plus three years after separation.
Within these files:
- Items such as medical examiner’s certificates, annual MVR reviews, and safety performance histories may be removed three years after they are created.
- Entry-level driver training records must be retained for employment plus one year.
Hours of Service Documentation
Hours of service (HOS) records must be retained for six months. This includes:
- Records of duty status (RODS) and backup copies of ELD data, stored separately from the originals.
- Supporting documents such as dispatch records, fuel receipts, bills of lading, and phone statements.
For short-haul drivers, records must document clock-in/clock-out times, total hours worked, and a seven-day history.
Vehicle Maintenance Records
For vehicles under a carrier’s control for 30 or more days, maintenance records must be retained for one year while in service, plus six months after the vehicle leaves the fleet.
These records include:
- Vehicle identification details, inspection schedules, and repair history.
- Driver Vehicle Inspection Reports (DVIRs): 90 days.
- Periodic inspection reports: 14 months.
- Inspector qualification documentation: one year after the inspector ceases inspections.
What are the Most Common FMCSA Documentation Violations?
Even with clear retention rules, documentation mistakes remain among the most frequent FMCSA findings. Through August 2025, carriers received 3,460 violations for missing pre-employment Clearinghouse queries and another 3,196 violations for failing to conduct annual Clearinghouse queries. Maintenance issues added thousands more, with 1,597 violations for not tracking maintenance due dates and 1,424 violations for missing vehicle identification records.
These issues persist because carriers must juggle multiple retention timelines across different departments while also securing sensitive records. When DOT investigators arrive, locating the right files quickly becomes critical — and gaps often surface too late.
The consequences go beyond fines. Missing or incomplete files can also increase CSA scores, drive up insurance premiums, and create serious liability exposure if problems are discovered after a crash or roadside inspection.
How Can Digital Systems Help with FMCSA Recordkeeping?
Paper files make it difficult to stay audit-ready. Each renewal date, driver record, and inspection form has to be tracked by hand, and even the most organized systems are vulnerable to human error.
Digital recordkeeping changes that by centralizing every DOT file in one secure, searchable location. Instead of chasing paperwork across multiple offices or binders, carriers can rely on automated reminders to flag expiring medical cards, annual Clearinghouse queries, or upcoming maintenance deadlines before they’re missed. Role-based permissions keep drug and alcohol testing records confidential while still allowing authorized staff to access them when needed.
When DOT investigators arrive, digital systems save valuable time. Rather than spending hours pulling files from different locations, carriers can generate complete documentation packages in minutes. With reliable backup protocols in place, digital storage also protects against common risks like water damage, misfiling, or deterioration over time.
How Can US Compliance Services Help?
DOT paperwork mistakes are preventable, but only if your system works as hard as you do. US Compliance Services offers a digital recordkeeping platform that ensures your files are complete, secure, and ready when inspectors arrive.
From Clearinghouse queries to driver qualification files, automated tracking reduces the chance of missed deadlines. Instead of spending hours searching through binders or file cabinets, you’ll have audit-ready reports in just a few clicks.
If you have questions about DOT recordkeeping or want help setting up a digital documentation system, contact US Compliance Services today.