Motor carriers must retain ELD RODS and supporting documents for six months and keep a backup copy of ELD records on a separate device or system while protecting driver privacy. Verify the provider's export, backup, restoration, and audit-trail behavior in writing; a PDF or CSV alone is not proof that every required record is preserved.
Backup architecture that can answer an audit request
- Keep the production ELD repository as the system of record with originals, edits, annotations, certifications, and unidentified-driving history.
- Retain a six-month backup copy on a separate device or system as required by 49 CFR 395.22(i).
- Link applicable supporting documents by driver and date; do not assume a PDF or CSV contains the complete record.
- Restrict administrators and exports, encrypt stored and transferred copies, and log access.
- Every month, restore a named driver’s date range into a clean location and verify record count, readability, edit history, and supporting-document links.
A backup is not proven by a successful job notification. Keep the restore date, operator, source hash, recovered hash, exceptions, and remediation.
What to check
| Check | How to verify |
|---|---|
| 1. Define the complete six-month record and document set | Cite the current retention provisions and keep every required RODS and supporting-document category, owner, source system, retention date, and exception. |
| 2. Export original records, edits, annotations, and certifications | Export a named range with original events, edits, annotations, certifications and audit history; retain file hash, count, gaps, and open/read result. |
| 3. Maintain a protected separate-device backup | Keep primary and physically or logically separate storage locations, access owners, protection controls, copy date, file hashes, monitoring, and failure alerts. |
| 4. Restrict access and retrieve a named driver range | Export users and roles, test least privilege, retrieve one driver's exact dates and documents, record timing/count/gaps, revoke access, and retain the result. |
| 5. Restore, verify, and compare a dated backup | Restore a dated backup to an isolated test location; verify hash, format, record count, originals/edits, readable dates, missing items, reviewer, and remediation. |
Before you act
Use this guide to plan your checks; it does not guarantee compliance, savings, safety, inspection results, or other operating outcomes. Keep original records and follow the current rules and the manual for your installed device.
Sources and review date
Reviewed August 10, 2026. Check the current rules, device registration, product instructions, and commercial terms before making a decision.
- Office of the Federal Register and U.S. Government Publishing Office — Current 49 CFR Part 395 text covering HOS limits, exceptions, RODS, supporting documents, ELD duties, and technical requirements.
- Federal Motor Carrier Safety Administration — Official supporting-documents FAQ covering categories, quantity rules, six-month retention, and pre-2000 engine evidence.