What do I do with my annual Motor Vehicle Reports?

If you have Driver Qualification files for drivers operating a Commercial Motor Vehicle that you have to obtain a Motor Vehicle Report (MVR).

Did you know that in addition to obtaining the MVRs, you must annually review the driving record of each driver to determine whether that driver meets minimum safe driving requirements or is disqualified to drive a CMV? Review each drivers evidence of violations and accidents. Give great weight to violations, such as speeding, reckless driving, and operating while under the influence of alcohol or drugs, that indicates that the driver has exhibited a disregard for the safety of the public.

This “Annual Violation Review” must be formally documented and placed in the DQ file.

Annual Violation Review – you must keep 3 years of reviews on file. In the April 21, 2006 Regulatory Update it said, “Again, throw away the last year’s Annual Violation Review and file the new ones in each driver’s DQ file.”

A driver qualification file must be retained for as long as a driver is employed plus 3 additional years after. After 3 years from the date of execution, the following records can be removed from the driver’s file (meaning you have to keep 3 years worth of these records):
• Annual Violation Reviews
• MVR
• Annual list or certificate of traffic violations
• Medical examiner’s certificate
• Any letter granting a waiver of a physical disqualification

The remaining driver qualification file items must always remain in the file:
• Application for employment
• Previous employer inquiries
• Road test and certificate or copy of drivers license

There are some exemptions and exceptions to qualification issues and record keeping at both the federal and state levels.
Sources:
Subpart F — Files and Records, §391.51 General requirements for driver qualification files Iowa Department of Transportation, Iowa Truck Information Guide, page 49