DOT Drug and Alcohol Record Retention: How Long to Keep Each Record
FMCSA requires motor carriers to keep drug and alcohol program records for set periods under 49 CFR 382.401. Some records stay 5 years, some 2 years, and some 1 year. This guide lists each group, where records must be kept, and who is allowed to see them.
Updated September 28, 2026 · Checked against the federal regulations
Keep for 5 years
These are the most serious records. Keep them for at least five years.
- Alcohol test results of 0.02 or greater
- Verified positive drug test results
- Documentation of refusals to take required tests
- Driver evaluations and referrals
- Calibration documentation (for breath testing devices)
- Records about running the testing program, including all driver violations
- A copy of each annual calendar year summary (MIS report) required by 382.403
Keep for 2 years
Records related to the collection process must be kept for at least two years. Calibration of breath testing devices is the exception; that goes in the 5-year group.
Collection process records include collection logbooks if used, random selection documents, and documents about decisions to do reasonable suspicion or post-accident tests.
Keep for 1 year
Keep these for at least one year:
- Negative drug test results
- Canceled drug test results
- MRO reversals of canceled drug test results
- Alcohol test results below 0.02
Training records: while they work, plus 2 years
Records of education and training for supervisors, drivers, breath alcohol technicians, and screening test technicians have no fixed end date. Keep them while the person does the job that needs the training, and for two years after they stop.
This includes your drug and alcohol policy, each driver's signed receipt of it, and proof of supervisor reasonable suspicion training.
Where records must be kept
Keep records in a secure location with controlled access. Only people who need them should be able to see them.
When an authorized FMCSA representative asks, the records must be made available for inspection at your principal place of business within two business days. If a C/TPA keeps records for you, make sure you can get them to FMCSA in that time.
Who can see the records
Under 49 CFR 382.405, you may not release driver information from these records except as the law or that section allows.
Pact Compliance keeps test records with their retention dates and can print a driver binder for an audit.
- The driver: can get copies of their own records by written request, and you must provide them promptly.
- DOT and regulators: the Secretary of Transportation, any DOT agency, or state or local officials with authority over you or your drivers.
- The NTSB: post-accident test information for a crash it is investigating.
- A new employer: when the driver makes a written request.
- Anyone named in the driver's specific written consent.
Common questions
How long do I keep negative DOT drug test results?
At least one year. The same goes for canceled drug tests and alcohol results under 0.02.
How long do I keep a positive DOT drug test?
At least five years. That also applies to refusals and alcohol results of 0.02 or greater.
How long do I keep random selection records?
Random selection documents are collection process records, so keep them at least two years.
Can a driver get a copy of their drug test records?
Yes. A driver who asks in writing is entitled to copies, and the employer must provide them promptly.
Where do I have to keep drug and alcohol records?
In a secure location with controlled access. You must be able to make them available at your principal place of business within two business days of an FMCSA request.
Can I share drug test results with another company?
Only as 382.405 allows, such as with the driver's specific written consent or at the driver's written request to a new employer.