How Long Do You Have to Keep Driver Records?

DOT record retention isn’t “one number.” It depends on the document. Here’s the plain-English breakdown truckers and small carriers can actually use.

Record retention is one of the easiest ways to fail an audit — not because you’re unsafe, but because you can’t prove what you did. FMCSA compliance is paperwork plus process. If a required record is missing (or tossed too early), it can look like it never existed.

Think about it like this: your records are your “receipts.” If you can’t produce them on demand, you don’t get credit for doing it right.

How long do you have to keep driver records?

It depends on the type of record. Some documents live inside the Driver Qualification File (DQF) and are generally kept for the duration of employment plus 3 years after. Other records (like Hours of Service) have much shorter retention periods.

Okay now: “Driver records” doesn’t just mean DQF paperwork. It also includes HOS records, inspection records, maintenance records, crash registers, and (when applicable) drug & alcohol testing program records.

Quick retention cheat sheet (most common records)

Record Type	How long to keep it	Why it matters
Driver Qualification File (DQF)	As long as the driver is employed + 3 years after	DQF is the backbone file during audits and investigations.
Hours of Service (RODS) + supporting docs	At least 6 months	Missing logs/supporting docs are a fast way to rack up violations.
DVIR (driver vehicle inspection reports)	3 months	Shows defects were reported/repaired and inspections were performed.
Maintenance records (inspection/repair/maintenance)	1 year while in your control + 6 months after the vehicle leaves your control	Proves the equipment was maintained and roadworthy.
Accident register	3 years after the date of each accident	Required crash history record for audits/investigations.
Drug & alcohol testing program records (when applicable)	Varies (1 year, 2 years, 3 years, 5 years depending on the record)	Retention depends on whether it’s a negative, a violation, training, MIS, etc.

How long do you keep the Driver Qualification File (DQF)?

The general rule is simple: the DQF is kept for as long as the driver is employed and then for three years after employment ends. That applies whether you’re dealing with company drivers or running your own authority with drivers on file.

So basically… if a driver leaves today, their DQF doesn’t leave with them. It stays in your files for 3 more years.

How long do you keep Hours-of-Service records?

For Hours of Service, the retention period is much shorter: motor carriers must retain records of duty status and supporting documents for at least 6 months. This applies to paper logs and ELD-based records (plus the supporting documents tied to those records).

Real-world tip: Don’t treat HOS supporting documents like junk mail. Those “little receipts” can become the proof behind the log when enforcement asks.

How long do you keep DVIRs?

DVIR retention is shorter than most people think. The rule requires motor carriers to maintain the driver vehicle inspection report, repair certification, and the driver’s review certification for three months from the date the report was prepared.

How long do you keep vehicle maintenance records?

Maintenance record retention follows a specific rule: records required under the inspection/repair/maintenance regulation must be kept where the vehicle is housed/maintained for 1 year, and then 6 months after the vehicle leaves the motor carrier’s control.

How long do you keep accident records?

Motor carriers must maintain an accident register for 3 years after the date of each accident. This is separate from insurance paperwork — it’s a specific FMCSA recordkeeping requirement.

What about drug & alcohol testing records?

If you’re subject to DOT drug & alcohol testing requirements, record retention is not one-size-fits-all. The regulation sets different minimum retention periods depending on what the record is (for example: certain violation-related records are kept longer than negative test results).

Think about it like this: the more serious the record (positive, refusal, SAP/RTD-related items), the longer the minimum retention tends to be. Keep your program records organized and locked down.

What’s the best way to stay compliant without overthinking it?

All right, here’s a simple, repeatable system:

Separate your filing buckets: DQF, HOS, Vehicle, Accidents, Drug/Alcohol (if applicable).
Use retention “cutoff” labels: mark the destroy-after date (month/year) when you file it.
Do a monthly file sweep: not a big yearly panic. 15 minutes a month beats 5 hours once a year.
Keep it producible: the real goal is being able to produce documents quickly if asked.

So you want to make sure… you’re building a recordkeeping system, not a paper pile. A pile always “works” until somebody asks for one specific document from one specific date.

FMCSA compliance tools

Let me show you… If you want practical tools and checklists that help you stay audit-ready without stress, start here:

FMCSA Compliance Tools & Checklists

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Disclaimer: This article is informational and not legal advice. For official requirements, always confirm directly with FMCSA/DOT sources.