Driver Log Retention: How Long to Keep Your Records?

Keeping accurate and compliant driver logs is crucial for commercial drivers and motor carriers alike. But how long are you actually required to keep those records? Understanding the retention requirements can save you from potential fines and compliance issues. This blog post breaks down everything you need to know about driver log retention, covering both driver and motor carrier responsibilities.

Here's what we'll cover:

• How long drivers need to keep their Records of Duty Status (RODS).
• The retention responsibilities of motor carriers.
• Paper log submission timelines.
• The types of supporting documents that must be retained.

Driver Retention Requirements: Your 8-Day Rule

As a commercial driver, you're required to maintain your Records of Duty Status (RODS) for the current day plus the previous 7 days. This means you should always have a rolling eight-day window of your logs readily available for inspection. This applies whether you're using paper logs or an Electronic Logging Device (ELD).

Actionable Advice:

• Stay Organized: Develop a system for managing your logs, whether it's a physical binder for paper logs or a digital folder for ELD records.
• Daily Review: At the end of each day, review your log to ensure accuracy and completeness.
• Backup Your ELD: While ELDs automatically record your data, it's always a good idea to create a backup copy, just in case.

Example:

Let's say today is May 10, 2025. You need to have your RODS available from May 3, 2025, through May 10, 2025. Once May 11, 2025, rolls around, you can discard the log from May 3, 2025, and so on.

Important Note: If you're a driver who is not a motor carrier, you only need to retain logbooks long enough to satisfy this "current day plus 7 previous days" rule, unless you're claiming per diem expenses. In that case, you'll need to keep your logs longer for tax purposes.

Motor Carrier Retention Requirements: The 6-Month Rule

Motor carriers have more extensive retention obligations than individual drivers. You are required to retain drivers' RODS and all supporting documents for six months from the date of receipt. This applies to both paper logs and ELD records.

Actionable Advice:

• Implement a System: Create a clear and organized system for storing driver logs and supporting documents. This could be a physical filing system or a digital document management system.
• Regular Audits: Conduct regular internal audits to ensure that all required documents are being retained and are easily accessible.
• Secure Storage: Store logs and supporting documents in a secure location to protect driver privacy and prevent unauthorized access.

ELD Specifics:

For ELD records specifically, motor carriers must also maintain a back-up copy on a separate device from where the original data is stored for six months. This ensures data redundancy in case of system failures or data loss.

Privacy Matters:

Motor carriers must retain ELD records in a manner that protects driver privacy. This means implementing security measures to prevent unauthorized access to sensitive information.

Paper Log Submission Timeline: 13-Day Deadline

If your drivers are still using paper logs, it's crucial to understand the submission timeline. Drivers must submit the original paper log sheet to their employing carrier within 13 days after trip completion.

Actionable Advice:

• Communicate the Deadline: Clearly communicate the 13-day submission deadline to all drivers.
• Track Submissions: Implement a system for tracking paper log submissions to ensure that all logs are received on time.
• Digital Transition: Consider transitioning to ELDs to streamline the logging process and eliminate the need for paper log submissions.

Supporting Documents: What Else You Need to Keep

In addition to the RODS, motor carriers must retain supporting documents that may be required during an audit. These documents help verify the accuracy of the driver's logs and ensure compliance with hours-of-service regulations.

Here's a list of supporting documents you should retain:

• Dispatch records
• Scale tickets
• Customs declarations
• Crash reports
• Toll receipts/records
• Fuel receipts/records

Actionable Advice:

• Train Your Drivers: Educate your drivers on the importance of collecting and submitting all required supporting documents.
• Centralized Collection: Establish a centralized system for collecting and storing supporting documents.
• Digital Copies: Scan and store digital copies of all supporting documents for easy access and backup.

Stay Compliant, Stay Safe

Understanding and adhering to driver log retention requirements is essential for both drivers and motor carriers. By following the guidelines outlined in this blog post, you can ensure compliance, avoid potential penalties, and promote a culture of safety within your organization.

What are your biggest challenges when it comes to driver log retention? Share your thoughts and questions in the comments below!

Further Reading:

• FMCSA - ELD Record Retention
• FMCSA Safety Planner - Driver's Record of Duty Status
• FMCSA Hours of Service Regulations