How long to keep driver qualification records
Retention for the qualification file, what may be removed after three years, and investigation history under 49 CFR 391.51 and 391.53.
- Published
- Published 2026-10-20
- Reading time
- 3 min read
Motor carriers must keep a qualification file for each employed driver and follow federal rules on how long items stay in the file (49 CFR 391.51(c)–(d)).
Short answer
Keep the entire qualification file for the full employment period plus three years afterward. You may remove specific recurring items—annual MVRs, annual review notes, medical certificates or CDLIS records, variances, and National Registry notes—three years after each item’s date. Investigation history for hired drivers follows the same employment-plus-three-years rule in § 391.53. Clearinghouse query records are kept three years under Part 382. Legible copies may substitute for originals where § 390.31 allows.
Default retention
Employment plus three years
49 CFR 391.51(c)Retain the qualification file while the driver works for you and for three years after employment ends unless paragraph (d) allows earlier removal of specific documents.
Investigation history
49 CFR 391.53(c)Safety performance history for drivers you hire stays for employment plus three years and must be available to FMCSA or state enforcement on request.
Clearinghouse queries
49 CFR 382.701(e)Keep a record of each Clearinghouse query and the response for three years.
Records you may remove after three years
Paragraph (d) permits removal three years after execution of:
Annual MVR
Motor vehicle records from annual inquiries (391.51(d)(1)).
Annual review note
The note documenting who reviewed the record and when (391.51(d)(2)).
Medical certification
Paper certificates, copies, or CDLIS records filed for medical status (391.51(d)(3)).
Variances and Registry notes
FMCSA variances, SPE certificates, federal medical exemptions, and National Registry verification notes (391.51(d)(4)–(5)).
Hire records such as the signed application, initial MVRs, and road test evidence are not on the paragraph (d) removal list; treat them as part of the file until the employment-plus-three-years period ends.
§ 390.31 allows legible copies in place of originals unless another section says otherwise.
Sources
- 49 CFR 391.51 — Driver qualification files (eCFR text reviewed 2026-10-20)
- 49 CFR 391.53 — Driver investigation history file (eCFR text reviewed 2026-10-20)
- 49 CFR 382.701 — Drug and Alcohol Clearinghouse (eCFR text reviewed 2026-10-20)
- 49 CFR 390.31 — Copies of records (eCFR text reviewed 2026-10-20)
Keep reading
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