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|