PASSPRO RECORD RETENTION FINDER
Choose a record to see the federal retention period, what starts the clock, and the source.
17 record types
Drivers
Throughout employment + 3 years
Clock starts: Employment end date.
Certain annual and medical items have a separate three-years-after-execution removal rule. Do not apply it to the whole file. Covered drivers and Part 391 exceptions must be checked.
Drivers
3 years after execution
Clock starts: Record execution date.
Section 391.51(d) permits these annual items to be removed three years after execution. Keep the MVR and dated review note connected. Initial hiring records use the overall file rule.
HOS
At least 6 months from receipt
Clock starts: Carrier receipt date.
The six-month clock in §395.8(k)(1) starts when the carrier receives the records. Keep supporting documents matched to the corresponding logs. Separate ELD backup storage is also required. Do not substitute the duty-status day for a later receipt date.
HOS
6 months
Clock starts: Workday recorded.
For the common §395.1(e)(1) exception, keep reporting time, total on-duty hours, release time and the required prior-seven-day total for first-time/intermittent drivers.
Vehicles
1 year + 6 months after control ends
Clock starts: Record date and date vehicle leaves carrier control.
Both requirements matter. This calculator uses the later date. While the vehicle remains controlled, keep the rolling one-year records. Annual inspection reports have their own fourteen-month rule.
Vehicles
14 months
Clock starts: Inspection report date.
The responsible entity keeps the original or a copy where the unit is housed or maintained. The vehicle also needs the applicable inspection documentation. A decal is not the complete retained report.
Vehicles
While performing inspections + 1 year
Clock starts: Date individual stops performing inspections for the carrier/provider.
Check the qualification requirements and the exception for inspections performed as part of a State periodic inspection program.
Vehicles
3 months
Clock starts: Report preparation date (intermodal: submission date).
Keep applicable repair and driver-review certifications with the report. Reporting exceptions do not erase maintenance duties. Intermodal return reports are retained three months from submission.
Vehicles
12 months
Clock starts: Inspection report date.
The retention period is separate from immediate operating restrictions and the fifteen-day correction/certification process. Follow the issuing State’s return instructions.
Accidents
3 years after each covered accident
Clock starts: Accident date.
Apply the federal accident definition. Internal incident and preventability classifications are separate. Keep the required government/insurer reports connected to the entry.
Hazmat
During hazmat employment + 90 days
Clock starts: Date hazmat employment ends.
Maintain current training, inclusive of the preceding three years, during hazmat employment. The post-employment calculation does not authorize dropping required current training records while employed. Recurrent training and retention are different clocks.
Testing
At least 1 year
Clock starts: Result record date.
Applies to the listed §382.401(b)(3) records, including MRO reversal of canceled results. Protect access to confidential testing information. Do not apply this one-year rule to positives or refusals.
Testing
At least 5 years
Clock starts: Result / refusal record date.
Section 382.401 also places specified evaluation, referral, calibration and program-administration records in the five-year category. A return-to-duty result does not erase retention requirements.
Testing
At least 2 years
Clock starts: Record date.
Evidential breath testing device calibration has a different retention period. Classify the actual record before using the collection-process category.
Testing
While performing covered functions + 2 years
Clock starts: Date covered functions stop.
This category includes covered technicians, supervisors and drivers. Keep applicable training evidence while the individual performs functions requiring it.
Testing
3 years; registration provision applies
Clock starts: Query date.
Since January 6, 2023, an employer maintaining a valid Clearinghouse registration fulfills §382.701(e). This provision is separate from limited-query consent documentation and other testing-program records.
Workplace
5 years after the covered calendar year ends
Clock starts: Calendar year covered.
Update retained OSHA 300 Logs as required. Routine-recordkeeping applicability and electronic submission are separate questions. State-plan or other retention obligations may differ.
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