You finish a load, stuff the BOL and scale ticket in the glove box, and forget about it. Three months later, a broker disputes your detention pay and you can't find the paperwork. Or worse, the IRS audits you and you're missing $18,000 in fuel receipts.

Record keeping isn't exciting, but it's the difference between surviving an audit and losing thousands of dollars in deductions (or your authority entirely).

Here's what records you need to keep, how long you need to keep them, and how to organize them so you're not digging through boxes when the DOT or IRS comes calling.

Why Record Keeping Matters

You're not just running loads. You're running a business. And businesses have paperwork requirements from:

DOT/FMCSA: Compliance records (logs, inspections, maintenance, driver files) IRS: Tax records (receipts, invoices, mileage logs) State DOT: IFTA reports, permits, state-specific filings Insurance: Accident reports, claims documentation Brokers/Shippers: BOLs, rate confirmations, detention/layover documentation

Fail to keep records and you face:

Lost tax deductions ($5,000-$15,000 annually)
DOT fines and penalties
Authority suspension
Failed audits
Denied insurance claims
Unpaid detention/accessorial fees

Keep good records and you:

Maximize tax deductions
Pass DOT audits easily
Get paid for detention and extras
Prove your case in disputes
Run a compliant, profitable business

DOT/FMCSA Record Requirements

The Federal Motor Carrier Safety Administration requires specific records be kept for specific timeframes. As an owner operator under your own authority, you're both the employer and the employee, so you have dual obligations.

1. Driver Qualification (DQ) File

Your DQ file proves you're qualified to operate a commercial motor vehicle.

What to include:

Copy of your CDL
Medical examiner's certificate (current)
Annual motor vehicle record (MVR) review
Annual violation review (list of traffic violations from past 12 months)
Road test certificate or waiver
Driver application (if you hired yourself, create one)
Previous employer safety performance history (if you were employed in last 3 years)

How long to keep: 3 years after you stop driving commercially.

Tip: Keep current medical certificates separate and easily accessible. You'll need to show these at roadside inspections.

2. Hours of Service (HOS) Records

ELD systems automatically track your hours, but you still need to retain the records.

What to include:

Daily logs (electronic or paper if exempt)
Supporting documents (BOLs, fuel receipts, toll receipts)
ELD malfunction records
ELD transfer records (if you switch devices)

How long to keep: 6 months from the date of the log.

Tip: Download your ELD logs quarterly and save them to cloud storage (Google Drive, Dropbox). If your ELD provider goes out of business or you switch providers, you still have access to your records.

3. Vehicle Maintenance Records

DOT requires maintenance records for every vehicle you control.

What to include:

Pre-trip and post-trip inspection reports (DVIRs)
Annual inspection certificates
Maintenance invoices and work orders
Parts receipts
Repair documentation
Oil change records
Tire replacement records
Brake inspections and repairs

How long to keep:

DVIRs: 3 months
Maintenance records: 1 year after the vehicle is housed/maintained
Records after selling/disposing vehicle: 6 months after you no longer control it

Tip: Keep annual inspection certificates in the truck at all times. You may need to show them during DOT inspections.

4. Drug and Alcohol Testing Records

Even as an owner operator, you must maintain drug testing records.

What to include:

Pre-employment test results
Random test results
Post-accident test results
Consortium enrollment documentation
Clearinghouse query records (annual)

How long to keep:

Positive results, refusals, and SAP records: 5 years
Negative results: 1 year
Alcohol test results (0.02 or greater): 5 years
Driver training and policy acknowledgments: 2 years after you stop driving

Tip: Your consortium should maintain most of these records for you. Request copies annually and keep them in your driver file.

5. Accident Register

You must keep a record of all accidents involving your vehicle.

What to include:

Date, time, and location of accident
Driver name (you)
Number of injuries and fatalities
Whether hazmat was involved
Police report (if available)
Insurance claim documentation

How long to keep: 3 years from the date of the accident.

Tip: Even minor accidents (fender benders, backing incidents) should be documented. If an injury claim surfaces later, you'll need records.

6. IFTA Records

If you operate in multiple states, you're required to file quarterly IFTA reports.

What to include:

Fuel receipts (every purchase)
Trip logs showing miles driven in each state
IFTA quarterly reports (filed)
IFTA license and decals

How long to keep: 4 years from the filing due date.

Tip: Use an IFTA tracking app (TruckingOffice, Axon, etc.) to auto-calculate mileage by state. It's way easier than manual spreadsheets.

7. Insurance Certificates

Brokers and shippers require proof of insurance before they'll book you loads.

What to include:

Current insurance policy
Certificate of insurance (COI) for each broker
Cargo insurance certificates
Bobtail/NTL certificates (if applicable)

How long to keep: Current policy + 3 years after it expires.

Tip: Save digital copies of all certificates. Email them to yourself when your agent sends them so you can access them from anywhere.

IRS Tax Record Requirements

The IRS has different retention requirements than DOT. Some overlap, but tax records generally need to be kept longer.

1. Tax Returns

What to include:

Filed tax returns (Schedule C, 1040, quarterly estimated tax forms)
W-2s or 1099s (if you were an employee or contractor before becoming O/O)
State tax returns

How long to keep: At least 3 years from the filing date. If you underreported income by 25%+, keep for 6 years. If you didn't file or filed fraudulently, keep indefinitely.

Tip: The IRS can audit you up to 3 years after you file (6 years in some cases). Don't shred returns until that window closes.

2. Income Records

What to include:

Rate confirmations from brokers
Settlement statements
1099s from brokers/carriers
Load invoices
Bank deposit records

How long to keep: 3 years minimum. 6 years if you underreported income.

Tip: Save settlement statements electronically. If a broker goes out of business, you still have proof of payment for IRS purposes.

3. Expense Receipts

What to include:

Fuel receipts (every purchase)
Maintenance and repair invoices
Truck payment/lease statements
Insurance payment records
Truck washes, scales, tolls
Office supplies, phone bills, software subscriptions
Per diem log (if claiming per diem)

How long to keep: 3 years minimum.

Tip: Snap photos of paper receipts with your phone and upload to cloud storage immediately. Thermal paper receipts (like fuel receipts) fade within 6-12 months.

4. Equipment Purchase and Depreciation Records

What to include:

Truck purchase invoice
Trailer purchase invoice
Financing documents
Section 179 deduction calculations
Depreciation schedules

How long to keep: 3 years after you dispose of the asset (sell or trade in).

Tip: If you sell your truck in 2027 and took Section 179 depreciation in 2024, keep records until 2030.

5. Mileage Logs

What to include:

Total miles driven for business
Date, starting location, ending location for each trip
Business purpose of each trip

How long to keep: 3 years.

Tip: If you use the actual expense method (most truckers do), you don't need a detailed mileage log for every trip. Your ELD logs and IFTA records serve as mileage documentation. But if you claim standard mileage rate, you need detailed logs.

6. Employment Tax Records (If You Have Employees)

What to include:

W-2s, W-4s
Payroll tax filings (941s)
Unemployment tax records
Workers' comp records

How long to keep: 4 years after the tax is due or paid (whichever is later).

State-Specific Records

Depending on where you operate, you may need:

UCR (Unified Carrier Registration): Proof of payment, keep current + 3 years. Permits (oversize/overweight, state-specific): Keep duration of permit + 1 year. State business licenses: Keep current + 3 years after expiration.

What Happens If You Don't Keep Records?

DOT Audit

DOT can audit your authority at any time, especially in your first 18 months (New Entrant Safety Audit).

What they check:

Driver qualification files
Hours of service compliance
Drug and alcohol program
Vehicle maintenance records
Accident register

If records are missing or incomplete:

Warning (first offense)
Fines ($1,000-$10,000+ depending on violations)
Authority suspension
Authority revocation (if violations are severe)

One owner operator on TruckersReport noted: "Owner-operators with their own authority need to keep their logs for 6 months for DOT and handle their own drug testing, qualification files, etc."

IRS Audit

The IRS can audit you within 3 years of filing (6 years if they suspect underreported income).

What they want to see:

All income documentation
Receipts for deductions you claimed
Mileage logs (if you claimed standard mileage)
Depreciation schedules

If you can't provide proof:

Deductions get disallowed
You owe back taxes + penalties + interest
Potential fraud charges (if IRS suspects intentional underreporting)

Example: You claimed $50,000 in truck expenses but can only prove $32,000 with receipts. IRS disallows $18,000 in deductions. At 25% tax rate, you owe $4,500 in back taxes + penalties + interest. Total bill: $6,000-$7,500.

Broker Disputes

Broker claims you were never detained. You don't have signed detention documentation. You don't get paid.

Or: Broker claims you delivered damaged freight. You don't have photos or a clean POD. You pay the claim.

Records protect you in disputes:

BOL with detention start/end times
Photos of trailer seal before and after
Scale tickets showing legal weight
Rate confirmation showing agreed accessorial pay

How to Organize Your Records

System 1: Digital-First (Recommended)

Store everything electronically in cloud storage (Google Drive, Dropbox, iCloud).

Folder structure:

Owner Operator Business/
├── DOT Compliance/
│   ├── Driver Qualification File/
│   ├── HOS Logs/ (organized by month)
│   ├── Maintenance Records/
│   ├── Drug Testing/
│   └── Accident Register/
├── Tax Records/
│   ├── 2024/
│   │   ├── Income/
│   │   ├── Expenses/
│   │   └── Tax Returns/
│   ├── 2025/
│   └── 2026/
├── IFTA/
│   ├── Q1 2026/
│   ├── Q2 2026/
│   └── Fuel Receipts/
├── Insurance/
│   ├── Policy Documents/
│   └── Certificates/
└── Contracts & Agreements/

How to go digital:

Scan or photograph every paper document
Upload to cloud storage immediately
Delete/shred paper copies (except originals of contracts, titles, etc.)
Back up to external hard drive quarterly

Apps that help:

TruckingOffice (IFTA, expenses, mileage)
Axon Trucking Software (all-in-one)
QuickBooks Self-Employed (expense tracking)
CamScanner or Adobe Scan (receipt scanning)
Google Drive / Dropbox (cloud storage)

Pros:

Access from anywhere (phone, laptop, tablet)
Never lose receipts to fading or damage
Searchable (find any document in seconds)
Easy to email to accountant, DOT, brokers

Cons:

Requires discipline to upload regularly
Need backup system in case cloud provider fails

System 2: Paper-Based (Old School)

Keep physical files in accordion folders or filing cabinets.

Organization:

One accordion folder per category (DOT, Tax, IFTA, Insurance)
Label sections by year or quarter
Store in truck or home office

Pros:

No technology required
Works if you're not comfortable with apps

Cons:

Takes up space
Hard to search
Receipts fade over time
Can be lost or damaged in accidents

Tip: Even if you go paper-based, photograph important receipts with your phone as a backup.

System 3: Hybrid (Best of Both)

Keep digital copies of everything in the cloud, plus physical copies of critical documents (contracts, titles, insurance policies) in a fireproof safe.

This gives you:

Daily convenience of digital access
Security of physical backups for irreplaceable docs

Record-Keeping Best Practices

1. Capture Records Immediately

Don't wait until the end of the week. Photograph receipts and upload as soon as you get them.

Why this matters: Thermal paper receipts (fuel, tolls, scales) fade within 6-12 months. If you wait to scan them, you'll have blank paper.

2. Organize by Category and Date

Don't dump everything into one folder. Create a folder structure that mirrors IRS and DOT requirements.

Example: Fuel receipts

Store in "Expenses > Fuel > 2026 Q1" folder
This makes IFTA filing and tax prep way easier

3. Back Up Your Backups

Cloud storage fails. Hard drives crash. Keep multiple backups:

Primary: Cloud storage (Google Drive, Dropbox)
Secondary: External hard drive (quarterly backup)
Tertiary: USB drive in fireproof safe (annual backup)

4. Review Quarterly

Every 3 months, review your records:

Are you missing any receipts?
Did you forget to download ELD logs?
Are maintenance records up to date?

Do this when you file IFTA. Kill two birds with one stone.

5. Separate Business and Personal

Use separate bank accounts and credit cards for business expenses. This makes record-keeping (and tax prep) 10x easier.

Don't:

Mix personal and business transactions in one account
Use your personal debit card for fuel

Do:

Business checking account for all income/expenses
Business credit card for truck expenses
Personal accounts stay personal

6. Keep a Mileage Log (Even Though ELD Tracks It)

ELD logs track your miles, but they don't always show business vs personal use. Keep a simple log showing:

Date
Starting odometer
Ending odometer
Business vs personal miles

This protects you if the IRS questions your mileage deductions.

7. Don't Delete Anything Until Retention Period Expires

It's tempting to clear out old files, but don't delete records until:

DOT retention period expires (varies by record type)
IRS retention period expires (3 years minimum)

Safe rule: Keep everything for 4 years, then review and delete.

What to Do When Records Are Lost

Lost Receipts

If you lose receipts, you can sometimes reconstruct expenses:

Bank statements show fuel purchases (date, location, amount)
Credit card statements show maintenance expenses
Broker settlement statements show income

IRS will accept bank/card statements as secondary proof if you don't have receipts. It's not ideal, but it's better than nothing.

Lost ELD Logs

Contact your ELD provider. Most store logs for 6-12 months and can provide copies.

If your provider went out of business, check if you downloaded backups. If not, you may be able to reconstruct logs from:

Broker load confirmations (pickup/delivery dates)
Fuel receipts (showing location and time)
Scale tickets (showing location and time)

Lost Maintenance Records

Contact repair shops. Most keep invoices for 1-2 years and can email you copies.

If the shop is closed or can't help, use:

Credit card/bank statements showing payment amounts
Parts receipts (if you did the work yourself)
Annual inspection certificates (shows work was done)

How FF Dispatch Helps With Record Keeping

We don't organize your files, but we make it easier to track income and document loads.

What we provide:

Rate confirmations for every load (digital copies)
Detention and layover documentation
Settlement summaries (weekly or biweekly)
Load history (searchable by date, broker, rate)

You get clean, organized income records that make tax prep easier and give you proof of earnings if the IRS asks.

Contact: (302) 608-0609 or gia@dispatchff.com No long-term contracts - month-to-month service Pricing: 6% of gross revenue

If you're tired of chasing down rate cons and settlement statements from multiple brokers, we centralize everything for you.

Bottom Line

Record keeping isn't optional. DOT, IRS, and brokers all require documentation, and missing records cost you money.

What to keep:

DOT: Driver qualification file, HOS logs (6 months), maintenance records, drug testing records, accident register
IRS: Tax returns (3+ years), income records (3+ years), expense receipts (3+ years), depreciation schedules
IFTA: Fuel receipts and mileage logs (4 years)

How to organize:

Digital-first system using cloud storage (Google Drive, Dropbox)
Folder structure by category (DOT, Tax, IFTA, Insurance)
Photograph receipts immediately (thermal paper fades)
Back up quarterly to external hard drive

Best practices:

Capture records immediately, don't wait
Separate business and personal accounts
Review records quarterly
Keep backups of backups

Good record keeping takes 5-10 minutes per day. Bad record keeping costs you $5,000-$15,000 in lost deductions and potential fines.

Set up your system once, stick to it, and you'll never scramble for paperwork during an audit.

Sources:

Why Record Keeping Matters

DOT/FMCSA Record Requirements

1. Driver Qualification (DQ) File

2. Hours of Service (HOS) Records

3. Vehicle Maintenance Records

4. Drug and Alcohol Testing Records

5. Accident Register

6. IFTA Records

7. Insurance Certificates

IRS Tax Record Requirements

1. Tax Returns

2. Income Records

3. Expense Receipts

4. Equipment Purchase and Depreciation Records

5. Mileage Logs

6. Employment Tax Records (If You Have Employees)

State-Specific Records

What Happens If You Don't Keep Records?

DOT Audit

IRS Audit

Broker Disputes

How to Organize Your Records

System 1: Digital-First (Recommended)

System 2: Paper-Based (Old School)

System 3: Hybrid (Best of Both)

Record-Keeping Best Practices

1. Capture Records Immediately

2. Organize by Category and Date

3. Back Up Your Backups

4. Review Quarterly

5. Separate Business and Personal

6. Keep a Mileage Log (Even Though ELD Tracks It)

7. Don't Delete Anything Until Retention Period Expires

What to Do When Records Are Lost

Lost Receipts

Lost ELD Logs

Lost Maintenance Records

How FF Dispatch Helps With Record Keeping

Bottom Line

Ready to Earn More Per Mile?

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