Trucking and freight broker record retention (FMCSA rules, with sources)
Short answer
Freight brokers keep their transaction records 3 years. Carriers keep hours-of-service records and supporting documents at least 6 months, maintenance records 1 year plus 6 months after a vehicle leaves their control, and drug and alcohol testing records 1 to 5 years depending on the record. Load history beyond that, the years of rates, lanes and dispatch, usually has no retention duty, and it's what AI developers look for.
This is a plain-language overview, not legal advice. FMCSA rules have details and exceptions not covered here; check the regulation and your compliance adviser before destroying records.
Freight brokers
| Record | Keep for | Source |
|---|---|---|
| Broker transaction records (for each transaction: consignor, originating carrier, bill of lading or freight bill number, compensation and who paid it, freight charges collected and date the carrier was paid) | 3 years | 49 CFR 371.3 |
Motor carriers
| Record | Keep for | Source |
|---|---|---|
| Hours-of-service records and supporting documents | At least 6 months from receipt | 49 CFR 395.8(k) |
| Vehicle inspection, repair and maintenance records | 1 year, and 6 months after the vehicle leaves your control | 49 CFR 396.3(c) |
| Positive alcohol and drug results, refusals, program records, annual summaries | 5 years | 49 CFR 382.401 |
| Collection process records | 2 years | 49 CFR 382.401 |
| Negative and canceled drug results, alcohol results below 0.02 | 1 year | 49 CFR 382.401 |
Driver qualification files and other FMCSA records have their own rules; check the relevant part. The general federal tax, payroll and employee periods apply too: see How long to keep business records.
What usually has no retention duty
Once those periods pass, most of a brokerage's or carrier's history isn't required by anyone: years of quotes and rate confirmations, lane history, dispatch notes, carrier selection, claims and exceptions, customer emails. It gets purged with the old TMS.
That history is what AI developers building freight tools want, because it shows how real freight gets priced and moved. Before an old TMS is shut down or a backup wiped, see Licensing records: freight brokerage, trucking and 3PL.
Quick questions
How long must a freight broker keep load records?
Three years for the records 49 CFR 371.3 requires for each transaction: the consignor, the originating carrier and its registration number, the bill of lading or freight bill number, the compensation received and who paid it, and any freight charges collected and the date the carrier was paid.
How long must a carrier keep driver logs?
Hours-of-service records and supporting documents at least 6 months from the date of receipt, under 49 CFR 395.8(k).
How long are drug and alcohol testing records kept?
It depends on the record: 5 years for positive results, refusals and program records, 2 years for collection process records, 1 year for negative results, under 49 CFR 382.401.
Want an honest read on your own records?
Describe what you have in a few lines. I'll tell you whether buyers look for it. No files needed.
Ask for a free fit check You pay nothing · I never touch your files · Nothing happens without your written OK