Top 5 DOT Compliance Records Every Owner-Operator Must Maintain in 2025
- DNA2U
- Jan 6
- 2 min read
Keeping compliant with DOT regulations isn’t just about following rules — it’s about having the right records in the right place when someone asks for them.
For owner-operators and small fleets, inconsistent recordkeeping is one of the biggest drivers of DOT compliance violations during audits and inspections.
Before DOT ever opens a file, they want to see organized, accurate, and complete records.
In this post, we’re breaking down the top five DOT compliance records you need in 2025 to stay audit-ready, mitigate risk, and keep your authority protected.
1. Drug & Alcohol Testing Records
Documentation here isn’t optional — it’s required.
You must have:
Your written DOT drug & alcohol policy
Pre-employment test results
Random drug test logs
Post-accident test documentation
Refusal and follow-up documentation
This is a frequent point of failure for small operations — and one of the first things DOT will request during a review.
2. Driver Qualification Files (DQFs)
DQFs are more than a stack of papers — they are the foundation of your driver compliance.
The most common items required include:
Valid medical certificate
Employment application history
Motor Vehicle Records (MVRs)
Road test certifications (if applicable)
Annual review documentation
Even one missing piece can trigger a citation.
3. Hours-of-Service (HOS) Documentation
Whether you use logs or an ELD (Electronic Logging Device), you must maintain:
Daily logs
Supporting documents (fuel receipts, dispatch tickets)
Annotations for edits or changes
DOT will often ask for up to 6 months of HOS documentation.
4. Vehicle Maintenance & Inspection Records
Your equipment’s safety record is a compliance record.
Required items include:
Annual inspection reports
Repair logs
Pre- and post-trip inspection forms
Maintenance receipts and corrective action documentation
These all show that you are operating safely — not just legally.
5. Clearinghouse and Training Records
Clearinghouse query documentation
Driver training logs
Acknowledgment of policy receipt
Even if you’re doing these things, you need a solid documented trail.
Why These Records Matter
When DOT asks for documentation, they’re determining whether you are compliant in practice — not just in intention. If the records aren’t organized, accurate, and complete, you’re essentially telling the auditor: “I’m not prepared.”
That can lead to:
Fines
Out-of-service orders
Safety score hits
Higher insurance premiums
Need Help Getting Your DOT Records Audit-Ready?
A DOT compliance review with DNA2U helps owner-operators and small fleets identify missing or incomplete records, streamline compliance paperwork, and protect operating authority.
👉 Schedule a DOT Compliance Review Consultation
📞 980-777-0617
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