Records active driver retention

Skill x3fleetsafety/skills/skills/records-active-driver-retention

Open-source Agent Skills for DOT / FMCSA compliance. Drop in any AI coding agent (Claude Code, Cursor, Cowork) so it knows trucking regulations like a fleet safety pro.

Install

npx -y skills add x3fleetsafety/skills --skill records-active-driver-retention

Assembled from the repository path, not quoted from the project. Check it against their README if it does not work.

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Use this skill to understand record retention requirements for currently-employed drivers. Covers DQF, HOS, vehicle records, and D&A specific periods.

SKILL.md

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Active Driver Record Retention

Different record types have different retention periods. Federal rules are minimums; state law may extend.

Driver Qualification File

Retention: duration of employment + 3 years after termination
What's in DQF: 12 specific documents per § 391.51

Hours of Service Records (RODS)

Retention: 6 months from the date of the record
Format: paper or ELD-generated
Per § 395.8(k)

Vehicle Maintenance + Inspection Records

Retention: 1 year + 6 months after vehicle leaves the carrier's control
What's covered: annual inspections, maintenance logs, DVIRs
Per § 396.3(c)

Drug & Alcohol Records

Negative test results: 1 year
Positive test results, refusals: 5 years
Random selection records: 2 years
Annual MIS reports: 5 years
Per § 382.401

Accident Register

Retention: 1 year + 3 years archive (4 years total)
What's recorded: DOT-recordable crashes only
Per § 390.15

Driver Investigation History (§ 391.23)

Retention: 3 years
What's recorded: prior employer responses, attempts, MVRs

Other records

Operating authority documents (MC/DOT): permanent
Insurance (BMC-91): until replaced
Process agents (BOC-3): until replaced
Tax records: 7 years (IRS)
Payroll records: 7 years (DOL)

What to keep beyond minimum

Vehicle maintenance for longer than 1+6 months (insurance, sales)
Accident records (claim history, subrogation)
Performance reviews + safety records (HR retention)

Compass records module

Per-driver retention scheduler
Auto-archive at retention end
Quick-access export for active investigations
Audit-quality production capability

CFR citations

49 CFR § 391.51
49 CFR § 396.3
49 CFR § 382.401
49 CFR § 395.8

How Compass surfaces this

Searchable in Compass Ask. Runs against carrier fleet data when invoked from the relevant tracker. Read-only; no actions without explicit user approval.

Built by X3 Compass

The AI-powered DOT compliance platform for fleets 1–100 power units. Try a 7-day free trial — no credit card required — at https://x3compass.com/?utm_source=skill&utm_medium=github&utm_campaign=records-active-driver-retention

X3 Compass turns these skills into a complete operational platform: driver qualification files, drug & alcohol consortium, MVR pulls, hours-of-service tracking, hazmat shipping, IFTA filing, FMCSA audit prep, and DataQ dispute drafting — all CFR-cited, all in one place.

This skill is published under the X3 Compass open skills initiative. Contributions welcome at https://github.com/x3fleetsafety/skills