ELD Record Retention: 6 Rules for Keeping Logs (2026)
Hours of service records do not stop mattering when the trip ends. During a compliance review, auditors can ask for months of logs and the documents that support them. If you switched ELD providers, lost a tablet or never set up backups, gaps show up fast. Here are the six retention rules that matter, drawn from 49 CFR 395.8, 395.11 and 395.22.
Retention Rules at a Glance
| Record | Who keeps it | How long |
|---|---|---|
| ELD records of duty status | Motor carrier | 6 months |
| Backup copy of ELD records | Motor carrier, on a separate device | 6 months |
| Supporting documents | Motor carrier | 6 months |
| Current day plus previous 7 days | Driver, available at inspection | Rolling 8 days |
1. Carriers Keep Logs for 6 Months
Under 395.8(k), a motor carrier must keep each driver's records of duty status and supporting documents for 6 months from the date it receives them. With an ELD that usually means the data in your provider's portal, but the obligation sits with you as the carrier, not with the vendor.
2. Keep a Backup on a Separate Device
395.22 requires carriers to keep a backup copy of ELD records on a device separate from where the original data are stored. If your provider holds everything in the cloud, ask how it meets that rule, and export your own copy regularly. Many fleets download a monthly file and keep it somewhere they control.
3. Supporting Documents Count Too
Supporting documents back up what the logs say. The categories in 395.11 are bills of lading, itineraries, schedules or similar documents showing trip origin and destination, dispatch records, expense receipts, electronic mobile communication records, and payroll records. Carriers keep up to 8 supporting documents for each driver's 24 hour period, and each should show the driver name or an ID linked to the driver, a date, a location and a time.
| Category | Examples |
|---|---|
| Bills of lading, itineraries, schedules | BOLs, trip sheets, delivery schedules |
| Dispatch records | Load tenders, dispatch messages |
| Expense receipts | Fuel, tolls, scale tickets, lodging |
| Electronic mobile communication | Fleet messaging, in cab texts |
| Payroll records | Settlement sheets, pay records |
Drivers must hand supporting documents to the carrier within 13 days of receiving them.
4. Drivers Carry 8 Days
At a roadside inspection, the driver must be able to show the current day and the previous 7 consecutive days. With an ELD, that is done through the data transfer or the display. Our guide to ELD roadside data transfer covers the steps. If your ELD malfunctions, you need to rebuild those 8 days on paper, as our ELD malfunction guide explains.
5. Switching Providers Does Not Reset the Clock
When you change ELD vendors, the old provider's data still has to be kept for the full 6 months. Export every driver's logs before you cancel, and check the files open. Some providers remove data soon after an account closes. Our guide on switching ELD providers has a checklist for this, and our cancel ELD contract page covers notice periods.
6. Altering or Destroying Records Is Serious
An ELD keeps the original record when a log is edited, so every change shows in the audit trail. Destroying records or keeping false ones is treated far more seriously than a simple form error, and it is one of the main things a compliance review looks for. See our guide to ELD log edits for what changes are allowed.
A Simple Retention Routine
- Once a month, export every driver's ELD records and store the file outside the ELD portal.
- Scan supporting documents and file them by driver and date.
- Keep a short note of any device failures and how they were handled.
- Before canceling a provider, export and check at least 6 months of data.
- Only delete records once they are past 6 months and not tied to an open audit, claim or lawsuit.
Owner operators with their own authority carry both roles at once, so the carrier duties fall on them too. A cheap external drive or a separate cloud folder is enough to meet the backup rule, as long as it is not the same place the ELD vendor stores the data. Label files by driver, month and device so they are easy to hand over.
Keeping records longer than 6 months is allowed and can help in crash claims or pay disputes, so many fleets keep a year or more. Our DOT audit checklist shows what else to have ready.
Frequently Asked Questions
How long must ELD records be kept?
Motor carriers must keep ELD records of duty status and supporting documents for 6 months.
Do I need a backup of ELD data?
Yes. 395.22 requires a backup copy on a device separate from where the original data are stored.
How many supporting documents must I keep?
Up to 8 per driver for each 24 hour period, from the categories listed in 395.11.
Sources
All prices, terms and registration details were checked October 2026 on the pages below. Providers change pricing often, so confirm before you buy.