Motor carriers must retain ELD RODS and supporting documents for six months and keep a backup of ELD records on a device separate from the device storing the originals. Retention is a records workflow, not merely a driver-app setting.
What this means for your fleet
Define the system of record, export format, separate backup device or system, access roles, legal-hold process, and a monthly restoration test. Keep the original record and the audit trail for edits rather than exporting only a polished report.
Retention minimums to build into the workflow
Motor carriers must retain ELD records of duty status and applicable supporting documents for six months. FMCSA also requires a backup copy of ELD records on a device separate from the device holding the originals, with storage that protects driver privacy. A monthly restore test should prove that the fleet can retrieve the original record, edits, annotations, certification, and related supporting documents for a requested driver and date.
What to check
| Check | How to verify |
|---|---|
| 1. Confirm the minimum retention period | Identify the required RODS and supporting documents, record when the six-month minimum ends, and check for any longer retention duties or holds before scheduling deletion. |
| 2. Preserve original and edited records | Export an original record plus edits, annotations, certifications, and audit history; verify that none are flattened or lost. |
| 3. Maintain a separate-device backup | Record the primary and separate backup locations, access owners, encryption or protection controls, and successful copy date. |
| 4. Test retrieval by date and driver | Retrieve a named driver's exact date range and supporting documents; save timing, record count, gaps, and open/read result. |
| 5. Control deletion and legal holds | Keep the deletion schedule, active legal or audit holds, approver, attempted deletion result, and exception log. |
Common failure modes
- Relying on one vendor account.
- Keeping screenshots instead of exportable records.
- Deleting edit history.
Limits and exceptions
Use this guide to plan your checks; it does not determine whether a legal exception applies, certify a record, or guarantee compliance, safety, savings, or audit results. Preserve original ELD records and edit history. Use the current rules to determine applicability and the manual for your installed device for operating instructions.
Sources and review date
Reviewed August 10, 2026. Check the latest rules and product information before changing your procedures or signing a contract.
- Editing, annotation, certification, and original-record preservation — Federal Motor Carrier Safety Administration.
- FMCSA supporting-document requirements and pre-2000 engine guidance — Federal Motor Carrier Safety Administration.
- 49 CFR Part 395: hours of service and ELD requirements — Office of the Federal Register and U.S. Government Publishing Office.
- Factor ELD products, plans, and support — Factor ELD.
Discuss your ELD workflow
Ask Factor ELD to demonstrate the workflow on your installed system. Have the driver, vehicle, trip details, and original ELD record ready. A qualified compliance reviewer should determine how the current rules apply to the trip.