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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:
  • An identification of the vehicle including company number (if so marked), make, serial number, year, and tire size, and vehicle owner's name if the motor carrier does not own the vehicle;
  • A means to indicate the nature and due date of the various inspection and maintenance operations to be performed;
  • A record of inspection, repairs, and maintenance, indicating their date and nature; and
  • A record of tests conducted on pushout windows, emergency doors, and emergency door marking lights on buses.

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