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InstituteDriver qualificationsDrivers qualification (DQ file)In Depth (Level 3)EnglishAnalysisFocus AreaUSA

How long must records be kept?

['Driver qualifications']
How long must records be kept?
  • Records must be made available to DOT auditors within 48 hours of a request.

Driver qualification (DQ) files must be kept for the duration of the driver’s employment, plus three years afterwards. Records may be kept at the main office or at a regional or local location, but must be made available to a Federal Motor Carrier Safety Administration (FMCSA) auditor at the main office or other location within 48 hours after an official request has been made.

Carriers may remove certain outdated materials from the DQ file, such as materials that must be reviewed or updated periodically. Items that may be removed from the file after three years from the date they were created include:

  • Medical examiner’s certificate or, for CDL drivers, any driving record obtained to verify medical qualification status;
  • Verification notes for the medical examiner being listed in the National Registry;
  • Annual driving records obtained from the driver licensing authority(s);
  • Annual driving record review notes;
  • The driver-supplied annual list of violations (required May 8, 2022 and prior); and
  • Documentation of any medical variance.
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driver-qualifications
FOUNDATIONAL LEARNING
InstituteIn Depth Sub Topics (Level 4)Driver qualificationsDrivers qualification (DQ file)Driving RecordsDriver qualification and hiringPrevious employer check - Motor CarrierEnglishAnalysisFocus AreaUSA

Is a Pre-employment Screening Program (PSP) report required?

How long must records be kept?
  • Records must be made available to DOT auditors within 48 hours of a request.

Driver qualification (DQ) files must be kept for the duration of the driver’s employment, plus three years afterwards. Records may be kept at the main office or at a regional or local location, but must be made available to a Federal Motor Carrier Safety Administration (FMCSA) auditor at the main office or other location within 48 hours after an official request has been made.

Carriers may remove certain outdated materials from the DQ file, such as materials that must be reviewed or updated periodically. Items that may be removed from the file after three years from the date they were created include:

  • Medical examiner’s certificate or, for CDL drivers, any driving record obtained to verify medical qualification status;
  • Verification notes for the medical examiner being listed in the National Registry;
  • Annual driving records obtained from the driver licensing authority(s);
  • Annual driving record review notes;
  • The driver-supplied annual list of violations (required May 8, 2022 and prior); and
  • Documentation of any medical variance.