['Medical review officer (MRO) - Motor Carrier', 'Random alcohol and drug testing- Motor Carrier', 'Breath alcohol technician - Motor Carrier', 'Drug and alcohol recordkeeping - Motor Carrier', 'Drug and alcohol policy - Motor Carrier', 'Follow-up alcohol and drug testing - Motor Carrier', 'Alcohol testing - Motor Carrier', 'Previous employer alcohol and drug test information - Motor Carrier', 'Drug and Alcohol Clearinghouse - Motor Carrier', 'Drug testing - Motor Carrier']
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The DOT sets retention periods for specific drug and alcohol records.
Employers and service agents are required to retain specific Department of Transportation testing records for varying lengths of time. The chart below outlines set retention periods. Parties may choose to keep records for longer than required.
Records related to the collection process
Document
Retention period
Collection logbooks (if used)
2 years
Documents relating to the random selection process
2 years
Calibration documentation for evidential breath testing devices (EBTs)
5 years
Documentation of reason for reasonable-suspicion testing
2 years
Documents generated in connection with decisions on post-accident tests (including why tests were not done promptly)
2 years
Documentation verifying a medical explanation for the inability to provide an adequate specimen for testing
2 years
Consolidated annual calendar year summaries (if required)
5 years
Records related to the driver’s test results
Document
Retention period if negative/canceled
Retention period if positive
Employer’s copy of the alcohol test form (all return-to-duty and follow-up test information should be kept for 5 years)
1 year
5 years
Employer’s copy of drug test chain of custody and control form (CCF) (all return-to-duty and follow-up test information should be kept for 5 years)
1 year
5 years
Documents sent to the employer by the medical review officer (MRO)
1 year
5 years
Documentation of any driver’s refusal to submit to a required alcohol or drug test
—
5 years
Documents presented by a driver to dispute the results of a test
1 year
5 years
Documentation of previous employer alcohol and drug testing
3 years
5 years
Documentation of any other violations of drug use or alcohol misuse rules
—
5 years
Records related to evaluations
Document
Retention period
Records pertaining to a substance abuse professional’s (SAP’s) determination of a driver’s need for assistance
5 years
Records concerning a driver’s compliance with an SAP’s recommendations
5 years
Return-to-duty drug/alcohol tests
5 years
Follow-up drug/alcohol tests
5 years
Records related to education and training
Document
Retention period
Materials on drug and alcohol awareness, including a copy of the employer’s drug and alcohol policy
For duration of employment and for two years after ceasing to perform function
Documentation of compliance with requirement to provide drivers with educational materials, including the driver’s signed receipt of materials
For duration of employment and for two years after ceasing to perform function
Documentation of supervisor reasonable-suspicion training
For duration of employment and for two years after ceasing to perform function
Documentation of training for breath alcohol technicians
For duration of employment and for two years after ceasing to perform function
Certification that drug/alcohol training complies with all training requirements
For duration of employment and for two years after ceasing to perform function
Records related to the administration of alcohol and drug testing
Document
Retention period
Agreements with collection site facilities, laboratories, breath alcohol technicians, MROs, and consortia
5 years
Names and positions of officials and the role in the employer’s drug and alcohol testing program
5 years
Semi-annual statistical summaries of urinalysis received from certified labs (40.111)
5 years
Employer’s alcohol and drug testing policy and procedures
5 years
Driver investigations
Document
Retention period
Safety performance history records request or documented good faith efforts through January 5, 2023. (391.23/391.53)
For duration of employment and for three years after ceasing to perform function
Beginning January 6, 2020, commercial driver’s license (CDL) Drug and Alcohol Clearinghouse Pre-employment Query (382.701)
3 years
Beginning calendar year 2020, CDL Drug and Alcohol Clearinghouse Annual Query (382.701)
3 years
A driver’s DOT testing history under a non-FMCSA DOT-regulated former employer
The DOT sets retention periods for specific drug and alcohol records.
Employers and service agents are required to retain specific Department of Transportation testing records for varying lengths of time. The chart below outlines set retention periods. Parties may choose to keep records for longer than required.
Records related to the collection process
Document
Retention period
Collection logbooks (if used)
2 years
Documents relating to the random selection process
2 years
Calibration documentation for evidential breath testing devices (EBTs)
5 years
Documentation of reason for reasonable-suspicion testing
2 years
Documents generated in connection with decisions on post-accident tests (including why tests were not done promptly)
2 years
Documentation verifying a medical explanation for the inability to provide an adequate specimen for testing
2 years
Consolidated annual calendar year summaries (if required)
5 years
Records related to the driver’s test results
Document
Retention period if negative/canceled
Retention period if positive
Employer’s copy of the alcohol test form (all return-to-duty and follow-up test information should be kept for 5 years)
1 year
5 years
Employer’s copy of drug test chain of custody and control form (CCF) (all return-to-duty and follow-up test information should be kept for 5 years)
1 year
5 years
Documents sent to the employer by the medical review officer (MRO)
1 year
5 years
Documentation of any driver’s refusal to submit to a required alcohol or drug test
—
5 years
Documents presented by a driver to dispute the results of a test
1 year
5 years
Documentation of previous employer alcohol and drug testing
3 years
5 years
Documentation of any other violations of drug use or alcohol misuse rules
—
5 years
Records related to evaluations
Document
Retention period
Records pertaining to a substance abuse professional’s (SAP’s) determination of a driver’s need for assistance
5 years
Records concerning a driver’s compliance with an SAP’s recommendations
5 years
Return-to-duty drug/alcohol tests
5 years
Follow-up drug/alcohol tests
5 years
Records related to education and training
Document
Retention period
Materials on drug and alcohol awareness, including a copy of the employer’s drug and alcohol policy
For duration of employment and for two years after ceasing to perform function
Documentation of compliance with requirement to provide drivers with educational materials, including the driver’s signed receipt of materials
For duration of employment and for two years after ceasing to perform function
Documentation of supervisor reasonable-suspicion training
For duration of employment and for two years after ceasing to perform function
Documentation of training for breath alcohol technicians
For duration of employment and for two years after ceasing to perform function
Certification that drug/alcohol training complies with all training requirements
For duration of employment and for two years after ceasing to perform function
Records related to the administration of alcohol and drug testing
Document
Retention period
Agreements with collection site facilities, laboratories, breath alcohol technicians, MROs, and consortia
5 years
Names and positions of officials and the role in the employer’s drug and alcohol testing program
5 years
Semi-annual statistical summaries of urinalysis received from certified labs (40.111)
5 years
Employer’s alcohol and drug testing policy and procedures
5 years
Driver investigations
Document
Retention period
Safety performance history records request or documented good faith efforts through January 5, 2023. (391.23/391.53)
For duration of employment and for three years after ceasing to perform function
Beginning January 6, 2020, commercial driver’s license (CDL) Drug and Alcohol Clearinghouse Pre-employment Query (382.701)
3 years
Beginning calendar year 2020, CDL Drug and Alcohol Clearinghouse Annual Query (382.701)
3 years
A driver’s DOT testing history under a non-FMCSA DOT-regulated former employer
