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['Drug and Alcohol Testing - DOT']
['Follow-up alcohol and drug testing - Motor Carrier', 'Drug and alcohol policy - Motor Carrier', 'Alcohol testing - Motor Carrier', 'Drug and alcohol recordkeeping - Motor Carrier', 'Drug testing - Motor Carrier', 'Previous employer alcohol and drug test information - Motor Carrier', 'Breath alcohol technician - Motor Carrier', 'Medical review officer (MRO) - Motor Carrier', 'Random alcohol and drug testing- Motor Carrier', 'Drug and Alcohol Clearinghouse - Motor Carrier']
03/11/2025
Copyright 2026 J. J. Keller & Associate, Inc. For re-use options please contact copyright@jjkeller.com or call 800-558-5011.
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InstituteDrug and alcohol policy - Motor CarrierMedical review officer (MRO) - Motor CarrierPrevious employer alcohol and drug test information - Motor CarrierDrug and Alcohol Testing - DOTDrug testing - Motor CarrierIn Depth (Level 3)USAEnglishFleet SafetyRandom alcohol and drug testing- Motor CarrierBreath alcohol technician - Motor CarrierFocus AreaAlcohol testing - Motor CarrierDrug and alcohol recordkeeping - Motor CarrierAnalysisTransportationFollow-up alcohol and drug testing - Motor CarrierDrug and Alcohol Clearinghouse - Motor Carrier
How long are specific records retained?
['Drug and Alcohol Testing - DOT']
- 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.
| 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 |
| 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 |
| 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 |
| 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 |
| 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 |
| 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 | 3 years |
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drug-and-alcohol-testing-dot
FOUNDATIONAL LEARNING
InstituteDrug and alcohol policy - Motor CarrierAlcohol testing - Motor CarrierFleet SafetyDrug and Alcohol Testing - DOTDrug testing - Motor CarrierTransportationSafety-sensitive function - Motor CarrierEnglishAnalysisFocus AreaCompliance and Exceptions (Level 2)USA
What regulations apply to DOT drug and alcohol testing?
InstituteDrug and alcohol policy - Motor CarrierMedical review officer (MRO) - Motor CarrierDrug testing - Motor CarrierDrug and Alcohol Testing - DOTTransportationIn Depth (Level 3)EnglishFleet SafetyBreath alcohol technician - Motor CarrierConsortium: third-party administrator (TPA) - Motor CarrierDesignated employer representative (DER) - Motor CarrierSubstance abuse professional (SAP) - Motor CarrierAlcohol testing - Motor CarrierAnalysisFocus AreaUSA
Key definitions
InstituteDrug and alcohol policy - Motor CarrierAlcohol testing - Motor CarrierFleet SafetyDrug and Alcohol Testing - DOTDrug testing - Motor CarrierTransportationIn Depth (Level 3)Consortium: third-party administrator (TPA) - Motor CarrierDesignated employer representative (DER) - Motor CarrierSafety-sensitive function - Motor CarrierEnglishAnalysisFocus AreaUSA
What is the designated employer representative’s (DER’s) role?
InstituteDrug and alcohol policy - Motor CarrierAlcohol testing - Motor CarrierMedical review officer (MRO) - Motor CarrierFleet SafetyDrug and Alcohol Testing - DOTDrug testing - Motor CarrierTransportationFocus AreaDesignated employer representative (DER) - Motor CarrierConsortium: third-party administrator (TPA) - Motor CarrierEnglishAnalysisIn Depth Sub Topics (Level 4)USA
DER as contact person
InstituteDrug and alcohol policy - Motor CarrierEnglishMedical review officer (MRO) - Motor CarrierFleet SafetyDrug and Alcohol Testing - DOTDrug testing - Motor CarrierConsortium: third-party administrator (TPA) - Motor CarrierFocus AreaUSAAlcohol testing - Motor CarrierAnalysisTransportationIn Depth (Level 3)
What service providers will a motor carrier need to manage its testing program?
InstituteDrug and alcohol policy - Motor CarrierMedical review officer (MRO) - Motor CarrierIn Depth Sub Topics (Level 4)Drug testing - Motor CarrierDrug and Alcohol Testing - DOTEnglishFleet SafetyBreath alcohol technician - Motor CarrierFocus AreaConsortium: third-party administrator (TPA) - Motor CarrierSubstance abuse professional (SAP) - Motor CarrierAlcohol testing - Motor CarrierAnalysisTransportationUSA
Auditing service providers
InstituteDrug and alcohol policy - Motor CarrierEnglishFleet SafetyIn Depth Sub Topics (Level 4)Drug and Alcohol Testing - DOTDrug testing - Motor CarrierFocus AreaConsortium: third-party administrator (TPA) - Motor CarrierAlcohol testing - Motor CarrierAnalysisTransportationUSA
Consortium/Third-party administrators
InstituteNon-evidential alcohol screening devices - Motor CarrierDrug and alcohol policy - Motor CarrierEvidential breath testing device (EBT) - Motor CarrierFleet SafetyEnglishIn Depth Sub Topics (Level 4)Drug and Alcohol Testing - DOTDrug testing - Motor CarrierBreath alcohol technician - Motor CarrierFocus AreaAlcohol testing - Motor CarrierAnalysisTransportationUSA
On-site audits of collection sites
InstituteDrug and alcohol policy - Motor CarrierEnglishMedical review officer (MRO) - Motor CarrierFleet SafetyIn Depth Sub Topics (Level 4)Drug and Alcohol Testing - DOTDrug testing - Motor CarrierFocus AreaDesignated employer representative (DER) - Motor CarrierAlcohol testing - Motor CarrierAnalysisTransportationUSA
Providing collectors with necessary information
How long are specific records retained?
InstituteDrug and alcohol policy - Motor CarrierMedical review officer (MRO) - Motor CarrierPrevious employer alcohol and drug test information - Motor CarrierDrug and Alcohol Testing - DOTDrug testing - Motor CarrierIn Depth (Level 3)USAEnglishFleet SafetyRandom alcohol and drug testing- Motor CarrierBreath alcohol technician - Motor CarrierFocus AreaAlcohol testing - Motor CarrierDrug and alcohol recordkeeping - Motor CarrierAnalysisTransportationFollow-up alcohol and drug testing - Motor CarrierDrug and Alcohol Clearinghouse - Motor Carrier
['Drug and Alcohol Testing - DOT']
- 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.
| 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 |
| 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 |
| 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 |
| 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 |
| 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 |
| 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 | 3 years |
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Copyright 2026 J. J. Keller & Associate, Inc. For re-use options please contact copyright@jjkeller.com or call 800-558-5011.