For drivers subject to Part 391, use the file list in §391.51. It covers the job application, license records, road-test proof or an accepted equivalent, annual driving-record checks, medical proof and any required variance papers. CDL medical rules differ. Check the current list against each driver’s file before marking it complete.
By Bill Stomp · Last updated:
Which medical records belong in the file?
49 CFR 391.51(b) gives the document list. For CDL drivers, it calls for a licensing-state CDLIS driving record that shows medical status. CDLIS is the Commercial Driver’s License Information System.
The National Registry note rule has CDL language ending June 22, 2025. It has a separate provision for non-CDL drivers. Do not reuse the old date as today’s blanket instruction. Check the medical document rules for the driver in front of you.
How long do we keep the file?
Paragraph (c) generally says during employment and three years after it ends. Paragraph (d) allows certain items to be removed three years after they were made. It lists annual records and reviews, medical records, variances and National Registry notes. Check each item before discarding it.
How would I check the folder?
Put a current checklist at the front. Give each required document a line. Name the person who will resolve a missing item. These are suggested office steps. A payroll file alone does not show that the driver file is complete.
This answer covers qualification records. Other employee, drug and alcohol, or training records may be needed too.
Questions and answers
Can this share a personnel folder?
Yes. Section 391.51(a) permits combining them. Keep the required driver documents easy to find.
Does a CDL complete the file?
No. Compare the current rule’s list with the actual file. Have the person in charge resolve missing or unclear records.
Next step
Have your driver-file owner check one folder against the current §391.51 list. See FMCSA training for the wider driver program.
Related: the separate rules for truck test reports. Return to the manuals and records questions.
General information, not legal advice. Check what applies with the responsible regulator and a qualified safety or legal reviewer. This page does not replace training or the procedures for your equipment.