Records Compliance
0/25 records on file
Check each record below
0%
Driver Qualification (DQ File)
0/8Incomplete DQ files are the #1 finding in FMCSA audits. Every document below must be in each driver's file.
Driver Qualification File (complete)
49 CFR 391.51Keep: Employment + 3 years after departureIncludes application, MVR, road test, medical cert, etc.
Employment Application
49 CFR 391.21Keep: Employment + 3 yearsMust include 3-year employment history (10 years for CDL positions)
MVR Inquiries (annual)
49 CFR 391.25Keep: Employment + 3 yearsFrom each state where driver held license
Medical Examiner Certificate
49 CFR 391.43Keep: Employment + 3 yearsMust be from National Registry examiner
Annual Review of Driving Record
49 CFR 391.25Keep: Employment + 3 yearsSigned certification by carrier official
Previous Employer Inquiries
49 CFR 391.23Keep: Employment + 3 yearsSafety performance history for 3 years prior
Road Test Certificate / CDL Equivalent
49 CFR 391.31Keep: Employment + 3 yearsOne-time at hire
Annual Driver Certification of Violations
49 CFR 391.27Keep: Employment + 3 yearsDriver self-reports violations annually
Drug & Alcohol Program
0/8D&A violations are the #1 automatic audit failure. 90% of new carriers get cited here.
Positive Drug Test Results
49 CFR 382.401Keep: 5 yearsIncludes refusals to test
Negative Drug Test Results
49 CFR 382.401Keep: 1 yearAlcohol Test Results (0.02+)
49 CFR 382.401Keep: 5 yearsAlcohol Test Results (below 0.02)
49 CFR 382.401Keep: 1 yearRandom Testing Selection Records
49 CFR 382.401Keep: 5 yearsIncludes pool composition and selection methodology
SAP Records
49 CFR 382.401Keep: 5 yearsSubstance Abuse Professional evaluations and recommendations
Supervisor D&A Training Records
49 CFR 382.603Keep: Duration of supervisory function60 min drug + 60 min alcohol recognition training
EBT Calibration Records
49 CFR 382.401Keep: 5 yearsEvidential Breath Testing device calibration
Vehicle & Maintenance
0/4No systematic maintenance program = automatic audit failure. These records prove you maintain your equipment.
DVIR (with defects)
49 CFR 396.11Keep: 3 months (90 days)Driver Vehicle Inspection Reports
Annual Vehicle Inspection Report
49 CFR 396.17Keep: 14 monthsCopy must also be on vehicle
Vehicle Maintenance Records
49 CFR 396.3Keep: 1 year + 6 months after vehicle leaves fleetIncludes all PM records, repairs, and part replacements
Inspector Qualification Records
49 CFR 396.19Keep: While inspector performs functionTraining certs, ASE certification, etc.
Hours of Service
0/2ELD data and supporting documents must be available for 6 months. Inspectors can ask for them roadside.
Records of Duty Status (ELD data)
49 CFR 395.8Keep: 6 monthsElectronic or paper logs
ELD Supporting Documents
49 CFR 395.11Keep: 6 monthsFuel receipts, bills of lading, dispatch records
General / Company
0/3You must maintain an accident register from Day 1 — even if you've never had an accident.
Accident Register
49 CFR 390.15Keep: 3 years from accident dateDOT-recordable accidents only. Must exist from Day 1.
Accident Reports
49 CFR 390.15Keep: 3 years from accident dateAll reports filed with any entity
Bills of Lading
Business practiceKeep: 1 year (recommended)Also serves as HOS supporting document
Annual Compliance Calendar
Recurring obligations by month — from 49 CFR and IFTA/IRP/UCR requirements.
January
Q4 IFTA return due (Jan 31). UCR registration due.
February
Biennial MCS-150 check (based on USDOT last digits).
March
Q4 IFTA penalty deadline. OSHA 300A posting (Feb 1–Apr 30).
April
Q1 IFTA return due (Apr 30). Annual D&A MIS reporting.
May
Prepare for CVSA International Roadcheck (usually June).
June
CVSA International Roadcheck week. Brake safety prep.
July
Q2 IFTA return due (Jul 31). HVUT tax period begins (Jul 1).
August
HVUT Form 2290 due (Aug 31). CVSA Brake Safety Week.
September
IFTA decal renewal prep. Brake Safety Week.
October
Q3 IFTA return due (Oct 31). UCR portal opens for next year.
November
IFTA license/decal renewal. IRP renewal preparation.
December
IFTA/IRP renewal deadlines. UCR payment due.