Carrier Launch KitDOT Record Retention Chart
Last updated: October 20, 2026 · Sources: 49 CFR Parts 382, 387, 390, 391, 395, 396; IFTA Procedures Manual; IRP Plan; IRS Form 2290 instructions
Quick answer: The shortest common retention periods are 3 months for DVIRs and 6 months for logs. Maintenance records are 1 year, annual inspection reports 14 months, the accident register 3 years, DQ files employment plus 3 years, positive drug and alcohol results 5 years, and IFTA records 4 years. The full chart with citations is below.
Retention chart
| Record | Keep for at least | Rule / source |
|---|---|---|
| Driver qualification file | Employment + 3 years (some items removable 3 years after execution) | 49 CFR 391.51(c)–(d) |
| Driver investigation history | Employment + 3 years | 391.53(c) |
| Records of duty status + supporting documents | 6 months | 395.8(k) |
| ELD back-up copy | 6 months | 395.22(i) |
| Short-haul time records | 6 months | 395.1(e)(1)(iv) |
| DVIR + repair certification | 3 months | 396.11(a)(4) |
| Maintenance records | 1 year, and 6 months after the vehicle leaves your control | 396.3(c) |
| Annual inspection report | 14 months | 396.21(b) |
| Inspector / brake inspector qualifications | While performing + 1 year | 396.19(b); 396.25(e) |
| Certified roadside inspection reports | 12 months from the inspection | 396.9(d)(3) |
| Accident register + reports | 3 years after each accident | 390.15(b) |
| Drug & alcohol: positives, refusals, alcohol 0.02+, program records, MIS | 5 years | 382.401(b)(1) |
| Drug & alcohol: collection-process records | 2 years | 382.401(b)(2) |
| Drug & alcohol: negative / cancelled results, alcohol under 0.02 | 1 year | 382.401(b)(3) |
| Drug & alcohol training records | While performing the function + 2 years | 382.401(b)(4) |
| Clearinghouse query records | 3 years (met by keeping a valid Clearinghouse registration) | 382.701(e) |
| IFTA distance and fuel records | 4 years from the return due date or filing date, whichever is later | IFTA Procedures Manual P510 |
| IRP application records | 3 years after the close of the registration year | IRP Plan |
| Form 2290 records | 3 years after the tax is due or paid, whichever is later | IRS Form 2290 instructions |
| Proof of financial responsibility (MCS-90 / MCS-82) | Keep current at your principal place of business | 387.7(d) |
Tips
- Keep drug and alcohol and investigation history records secure and access-controlled, separate from the general DQ file.
- Keep a digital copy of everything as well as the paper binder.
- These are federal minimums. Your state, insurer or contracts may require longer.
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FAQ
How long do I keep driver logs? 6 months, with supporting documents (49 CFR 395.8(k)).
How long do I keep a driver qualification file? For the time the driver works for you plus 3 years (391.51(c)).
How long do I keep IFTA records? 4 years from the return due date or filing date, whichever is later (IFTA Procedures Manual P510).
How long do I keep a positive drug test result? 5 years (382.401(b)(1)).
Educational only, not legal or tax advice. Carrier Launch Kit is not affiliated with FMCSA, USDOT, the IRS, IFTA, Inc. or IRP, Inc. Check the current rules.
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