Are you ready for DOT or USCG inspection or audit? Can you quickly access the records you need to produce for court cases and arbitration hearings? Here’s what you need to know to be prepared:
1 YEAR:
Keep records of negative and cancelled drug test results and alcohol test results with a concentration of less than 0.02. (Note: Railroads must keep these records for two years.)
2 YEARS:
Records of the inspection, maintenance and calibration of EBTs
- Records related to alcohol and drug collection process including documents related to random selections, reasonable suspicion determinations and post-accident determinations; medical evaluations for insufficient amounts of urine and breath; supervisor and employee education and training records.
- Motor carriers must keep supervisor, employee, BAT and STT education training records for two years after the person ceases those functions.
- Railroads must keep records of negative and cancelled drug test results and alcohol test results with a concentration of less than 0.02 because of FRA regulations and must keep employee dispute records.
- Pipeline operators must keep supervisor and employer alcohol training records.
3 YEARS:
- Information obtained from previous employers under §40.25 concerning drug and alcohol test results of employees.
- Pipeline operators must keep supervisor and employee drug training records and records related to the drug collection process.
5 YEARS:
- Records of alcohol test results indicating an alcohol concentration of 0.02 or greater.
- Records of verified positive drug test results.
- Documentation of refusals to take required alcohol and drug tests (including substituted or adulterated drug test results.
- Discrimination of refusals to take required alcohol and drug tests (including substituted or adulterated drug test results).
- Annual MIS reports.
- SAP reports.
- All follow-up tests and schedules for follow-up tests.
- Aviation employers must keep commercial pilot positive, negative and refusal records for 5years because of the Pilot Record Improvement Act. They must also keep employee dispute records.
- Pipeline Operators and motor carrier companies must maintain EBT calibration records for 5 years.
Where and How to Keep Your Records:
Keep your records in locations that have controlled access (e.g. in locked cabinets and in rooms requiring access via sign in, lock and key or security code).
Only employees with official “need to know” should have access.
If you store your records electronically, be sure they are easily-accessible, legible, formatted, organized and easily reviewable. If they are not, DOT or USCG representatives will require you to rapidly convert them to printed documentation.
Keep in your place of business or have a service agent keep them for you.
LET USAMDT TAKE THE HEADACHE OUT OF RECORDS RETENTION:
USAMDT of the Treasure Coast can give you the peace of mind that comes from knowing that your recordkeeping follows all DOT’s requirements. Contact us today at 800-757-9307 and we’ll free you from having to ask yourself, “Am I compliant?”
