DOT Audit Prep

Record Retention Periods for DOT Audit Prep

A source-backed quick reference for common trucking audit record retention periods and what to keep in the packet.

Who this is for
Owner-operators, Small fleets, Safety managers
Written by
Dale Whitfield
Reviewed by
DOT Audit Prep Editorial Team
Last reviewed
2026-05-13
Source confidence
High

Quick checklist

  • Under 49 CFR 391.51, keep DQ files while the driver is employed and for three years after employment ends.
  • Under 49 CFR 390.15, keep accident register records and required report copies for three years after the accident date.
  • Under 49 CFR 395.8, keep HOS records and supporting documents for six months.
  • Under 49 CFR 382.401, check the specific drug and alcohol record category before discarding testing records.
  • Under 49 CFR 396.3, keep maintenance records while the vehicle is under carrier control and for six months after it leaves control.
  • Under 49 CFR 396.17, keep annual inspection reports for 14 months; check 49 CFR 396.11 for DVIR retention where DVIR records apply.

Why this matters

Audit prep starts with a simple question: should this old record still be in the file? A retention sheet helps a small carrier avoid throwing away records too early or keeping messy archives with no reason.

What to prepare

Area Records to gather
Driver and accident records
  • DQ file: 49 CFR 391.51 ties retention to active employment plus three years after employment ends
  • Accident register: 49 CFR 390.15 requires three years after the accident date
  • Accident report copies required by agencies: keep with the accident register file
HOS, ELD, and testing records
  • HOS records and supporting documents: 49 CFR 395.8 uses a six-month retention period
  • ELD archive: export before vendor access or account status changes
  • Drug and alcohol records: 49 CFR 382.401 separates records into one-year, two-year, three-year, and five-year categories
Vehicle records
  • Maintenance records: 49 CFR 396.3 requires retention while the vehicle is under carrier control and for six months after it leaves carrier control
  • Annual inspection report: 49 CFR 396.17 requires 14 months
  • DVIR and repair certification records: check 49 CFR 396.11 for the DVIR period when DVIR records apply
  • Disposed or leased equipment archive: separate from active unit files

Common gaps

  • Former driver files are deleted when payroll closes the driver out.
  • ELD records are left only inside a vendor portal without local export routines.
  • Drug and alcohol records are treated as one retention bucket even though Part 382 uses different periods.
  • Annual inspection proof is kept in the truck but not in the audit archive.

Before / During / After audit

Before

  • Build a retention table for each record category.
  • Do not purge records that fall inside an audit request period.
  • Ask vendors how long records remain accessible in their portals.

During

  • Use retention notes to explain why older records are or are not in the packet.
  • Separate records outside the requested period from current audit files.

After

  • Add retention dates to file names or folder notes.
  • Review vendor purge settings at least once a year.
  • Update the retention sheet when rules or vendor access changes.

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Sources

Related resources

Driver Qualification File ChecklistA driver qualification file checklist for trucking companies preparing DOT audit records and internal file reviews.Vehicle Maintenance Records ChecklistA vehicle maintenance records checklist for organizing truck and trailer files before a DOT audit.Hours of Service Records ChecklistA checklist for preparing HOS records, logs, supporting documents, and review notes before a trucking audit.Drug and Alcohol Program ChecklistA document checklist for motor carriers organizing CDL drug and alcohol testing program records before an audit.