Read this first
These are federal minimums from the Code of Federal Regulations. This is the federal rule. State rules can be stricter, so check yours.
A rule's clock starts at different points. Read the column that says how long, then read the rule for when it starts. The link in each row goes to the official text on ecfr.gov.
Federal retention periods, record by record
Sorted by the kind of record. Where a rule sets no period, the row says what the rule does ask for.
| Record | Keep it for | Rule |
|---|---|---|
| OSHA 300 log, privacy case list, 300A summary and 301 incident reports | Five years following the end of the calendar year the records cover. Update the stored 300 logs when a case is found or changes. | 29 CFR 1904.33 |
| Employee medical records | The length of employment plus 30 years, unless a specific standard sets another period. | 29 CFR 1910.1020(d)(1)(i) |
| Employee exposure records | At least 30 years. Background lab data can go after one year if the results and methods are kept. | 29 CFR 1910.1020(d)(1)(ii) |
| Safety data sheets for chemicals in use | As long as the chemical is in use, readily accessible to workers during each shift. Electronic access works when nothing gets in the way. | 29 CFR 1910.1200(g)(8) |
| Old safety data sheets, as exposure records | No set period for the sheet itself, as long as a record of the chemical's identity, where it was used and when is kept for at least 30 years. | 29 CFR 1910.1020(d)(1)(ii)(B) |
| Hazard communication training | The standard sets no training record or period. Training is due at first assignment and whenever a new chemical hazard comes into the work area. | 29 CFR 1910.1200(h)(1) |
| Driver vehicle inspection reports (DVIRs), repair certifications and the driver's review | Three months from the date the report was prepared. | 49 CFR 396.11(a)(4) |
| Driver qualification file | As long as the driver works for you, plus three years. The annual driving record, the annual review note and the medical certificate can come out three years after they're dated. | 49 CFR 391.51(c) and (d) |
| Records of duty status (hours of service) and supporting documents | At least six months from the date of receipt. | 49 CFR 395.8(k)(1) |
| DOT hazmat employee training | While the person works for you as a hazmat employee and 90 days after. The record covers the preceding three years. | 49 CFR 172.704(d) |
| Forklift operator training and evaluation certification | The standard sets no period. It asks for a certification with the operator's name, the training and evaluation dates and who trained or evaluated, and an evaluation at least once every three years. | 29 CFR 1910.178(l)(4)(iii) and (l)(6) |
| Lockout/tagout periodic inspection certification | The standard sets no period. The inspection happens at least once a year, and the certification names the machine, the date, the employees included and the inspector. | 29 CFR 1910.147(c)(6) |
| Lockout/tagout training certification | The standard sets no period. The certification lists each employee's name and training dates and is kept up to date. | 29 CFR 1910.147(c)(7)(iv) |
| Respirator fit test records | Until the next fit test. | 29 CFR 1910.134(m)(2)(ii) |
| Respirator medical evaluations | As medical records under 1910.1020: the length of employment plus 30 years. | 29 CFR 1910.134(m)(1) |
| Hearing conservation audiograms | For the length of the employee's employment. | 29 CFR 1910.95(m)(3)(ii) |
| Noise exposure measurements | Two years. | 29 CFR 1910.95(m)(3)(i) |
| Bloodborne pathogens training records | Three years from the date of the training. | 29 CFR 1910.1030(h)(2)(ii) |
| Canceled confined space entry permits | At least one year. | 29 CFR 1910.146(e)(6) |
| Construction fall protection training certification | The latest certification is kept. | 29 CFR 1926.503(b)(2) |
| Telecommunications training certification | For the length of the employee's employment. | 29 CFR 1910.268(c) |
| MSHA Part 46 training records and certificates | During employment, and at least 60 calendar days after a miner leaves. Annual refresher records are kept for two years. | 30 CFR 46.9(h) |
| MSHA Part 48 training certificates (Form 5000-23) | At the mine site for two years, or for 60 days after employment ends. | 30 CFR 48.9(c) |
| Metal and nonmetal mine workplace exam records | At least one year. | 30 CFR 56.18002(d) |
| Pipeline operator qualification records | Current records while the person performs the covered task. Prior qualifications, and records of people who no longer do the task, for five years. | 49 CFR 192.807(b) |
| Airport movement area and ground vehicle training (Part 139 airports) | 24 consecutive months after the person's access to movement and safety areas ends. | 14 CFR 139.329(f)(1) |
| Hazardous waste training records (large quantity generators) | For current staff, until the facility closes. For former staff, at least three years from their last day at the facility. | 40 CFR 262.17(a)(7)(v) |
When a rule sets no period
Forklift and lockout certifications have no federal retention period. Both rules ask for a current certification, so the latest one has to be on hand when someone asks for it. The hazard communication standard asks for the training and sets no training record.
If you want one simple practice, keep these for as long as the person works for you, the period the telecom rule uses. That's your company's choice, not a federal period.
Where each clock starts
- End of the calendar year: OSHA 300, 300A and 301.
- The day the record was made: DVIRs, bloodborne pathogens training.
- The day you received it: hours of service records.
- The last day of employment: driver files, medical records, audiograms, telecom training, Part 46 records.
- The day access ends: airport movement area training.
- The next test: respirator fit tests.
- The day the facility closes: hazardous waste training for current staff.
How PortalBase keeps records
Customers set retention for each type of record in PortalBase, and can place legal holds that override it. An incident report is a form kind, kept at least five years.
The OSHA 300 log, the 300A summary and the 301 build from your incident reports, with PDFs on OSHA's current forms and the CSV for OSHA's online filing. You decide what's recordable, and you review and file. See OSHA recordkeeping.
Training, forms, inspections and signatures save on the phone with no signal and sync when it comes back. Each record carries the person who did the work, not the device. See what works offline.