Retention of Records

§ 199.227 Retention of Records#

(a)General requirement. Each operator shall maintain records of its alcohol misuse prevention program as provided in this paragraph. The records shall be maintained in a secure location with controlled access.#

(b)Period of retention. Each operator shall maintain the records in accordance with the following schedule:#

(1)Five years. Records of employee alcohol test results with results indicating an alcohol concentration of 0.02 or greater, documentation of refusals to take required alcohol tests, calibration documentation, employee evaluation and referrals, and MIS annual report data shall be maintained for a minimum of five years.#

(2)Two years. Records related to the collection process (except calibration of evidential breath testing devices), and training shall be maintained for a minimum of two years.#

(3)One year. Records of all test results below 0.02 (as defined in 49 CFR Part 40) shall be maintained for a minimum of one year.#

(4)Three years. Records of decisions not to administer post-accident employee alcohol tests must be kept for a minimum of three years.#

(c)Types of records. The following specific records shall be maintained:#

(1)Records related to the collection process:#

(i)Collection logbooks, if used.#

(ii)Calibration documentation for evidential breath testing devices.#

(iii)Documentation of breath alcohol technician training.#

(iv)Documents generated in connection with decisions to administer reasonable suspicion alcohol tests.#

(v)Documents generated in connection with decisions on post-accident tests.#

(vi)Documents verifying existence of a medical explanation of the inability of a covered employee to provide adequate breath for testing.#

(2)Records related to test results:#

(i)The operator's copy of the alcohol test form, including the results of the test.#

(ii)Documents related to the refusal of any covered employee to submit to an alcohol test required by this subpart.#

(iii)Documents presented by a covered employee to dispute the result of an alcohol test administered under this subpart.#

(3)Records related to other violations of this subpart.#

(4)Records related to evaluations:#

(i)Records pertaining to a determination by a substance abuse professional concerning a covered employee's need for assistance.#

(ii)Records concerning a covered employee's compliance with the recommendations of the substance abuse professional.#

(5)Record(s) related to the operator's MIS annual testing data.#

(6)Records related to education and training:#

(i)Materials on alcohol misuse awareness, including a copy of the operator's policy on alcohol misuse.#

(ii)Documentation of compliance with the requirements of § 199.231.#

(iii)Documentation of training provided to supervisors for the purpose of qualifying the supervisors to make a determination concerning the need for alcohol testing based on reasonable suspicion.#

(iv)Certification that any training conducted under this subpart complies with the requirements for such training.#