Are You Keeping Your DOT Records Properly? One Mistake Could Cost You Thousands

A surprise DOT audit can leave you with a hefty fine. Many carriers fail to properly retain the required documents, putting themselves at serious risk of severe penalties. Did you know that certain records must be kept for up to 5 years? And that even negative medical exams must be stored for at least one year? Here, we explain exactly which documents you need to keep, for how long, and how to avoid common mistakes that could cost you money and damage your reputation.

What Records Does the DOT Require, and For How Long?

Type of Document	Required Retention Time
Positive drug or alcohol tests	5 years
Refusals or SAP evaluations	5 years
Vehicle maintenance records	1 year (on site) + 6 months after disposal
Negative or canceled test results	1 year
Driver qualification files	During employment + 3 years after departure
Hours of service (HOS)	6 months

Common Mistakes to Avoid:

• Storing physical documents without digital backup

• Failing to archive records after a driver leaves the company

• Letting documents expire without renewal

Conclusion:

Complying with DOT recordkeeping rules is not optional.

✔️ Organize your records, set alerts, and review your files regularly

✔️ If the DOT shows up at your company, you must be ready 🎯 How Can We Help?

At Trucking Services and Logistics, we offer full DOT compliance support. We prepare you for inspections, help you avoid penalties, and protect your operations.

📲 Message us on WhatsApp: https://wa.me/18134356924