Know What to Keep and Where to Keep It

By Mark Weekes, CEO

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A while ago in my detective capacity, I worked a case where the key evidence didn't come from what I asked for, it came from something I never even requested. A suspect handed over a pile of documents, far more than I'd asked for, and buried in the extra paper was the missing piece I needed to make the case. In my world then, that was a win. But in the transportation compliance world? That same mistake could cost you dearly.

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When it comes to any of your regulated files, whether they be Driver Qualification Files, Article 19-A Driver Files, or Drug & Alcohol Testing Files, more is not better. The goal is to be compliant, not to keep every record forever for the sake of handing over unnecessary documents during an audit or subpoena.

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Here's our advice: Retain documents for the required period and no longer. Keep only active, required documents in you active compliance files. When a document reaches its retention limit but you still want to hang onto it for your own internal reference, move it out of your active file and into a clearly labeled "Archive" (or similar) file. That way, your active files stay clean, current, and audit-ready, while your archive serves as your backup.

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Most importantly, when an investigator asks for documents, give them exactly what they request, nothing more, nothing less. In compliance, providing more than what's required can open doors you never intended to open.

If you need help organizing, auditing, or managing your compliance records, consider partnering with Academi Services which understands both federal and New York-specific requirements.

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Stay clean. Stay current. And keep you records where they belong.