Inspection & Maintenance Recordkeeping
The inspection and maintenance requirements of the Federal Motor Carrier Safety Regulations contain numerous documentation requirements. The following is a summary of the records that must be maintained under the rules in 49 CFR Part 396, Inspection, Repair, and Maintenance:
Record | Retention Period | Retention Location |
---|---|---|
For any motor vehicle controlled for 30 days or more:
Note: Intermodal equipment providers must also maintain (or cause to be maintained) the above records for each unit of intermodal equipment they tender or intend to tender to a motor carrier. | 1 year After a vehicle leaves the carrier's control, the records must be maintained for 6 months. | Where the vehicle is either housed or maintained |
A copy of each roadside inspection form received after a roadside inspection. | 12 months from date of inspection | Principal place of business or where vehicle is housed |
Each required Driver Vehicle Inspection Report (DVIR), including the company's certificate of repair and the certification of driver's review. | 3 months | Principal place of business or where vehicle is housed or maintained |
Intermodal equipment providers must maintain drivers' intermodal equipment inspection reports, including the original driver report and the certification of repairs. | 3 months | Unspecified |
Periodic inspection report (original or copy). | 14 months | Where the vehicle is housed or maintained |
Documentation of periodic inspection (a report or other document such as a sticker or decal). | Continuously | In or on vehicle |
Evidence of an individual's qualifications to conduct annual inspections. | Until 1 year after the employee stops performing inspections | Unspecified |
Evidence of a brake inspector's qualifications (for employees who perform brake inspection, maintenance, or repair). | Until 1 year after the employee stops performing inspections | Principal place of business or where employee is based |