§ 219.901 Retention of alcohol and drug testing records.

(a) General. (1) In addition to the records part 40 of this title requires keeping, a railroad must also maintain alcohol and drug misuse prevention program records in a secure location with controlled access under this section's requirements. (2) A railroad must maintain for two years, rather than one year, the records to which § 40.333(a)(4) of this title applies (i.e., records of negative and cancelled drug test results and alcohol test results with a concentration of less than 0.02). A railroad may maintain legible and accessible scanned or electronic copies of these records for the second year. (b) Records maintained for a minimum of five years. Each railroad must maintain the following records for a minimum of five years: (1) A summary record or the individual files of each regulated employee's test results; and (2) A copy of the annual report summarizing the results of its alcohol and drug misuse prevention program (if required to submit the report under § 219.800(a)). (c) Records maintained for a minimum of two years. Each railroad must maintain the following records for a minimum of two years: (1) Records related to the collection process: (i) Collection logbooks, if used; (ii) Documents relating to the random selection process, including the railroad's approved random testing plan and FRA's approval letter for that plan; (iii) Documents generated in connection with decisions to administer Federal reasonable suspicion or reasonable cause alcohol or drug tests; (iv) Documents generated in connection with decisions on post-accident testing; and (v) Documents verifying the existence of a medical explanation for the inability of a regulated employee to provide an adequate specimen; (2) Records related to test results: (i) The railroad's copy of the alcohol test form, including the results of the test; (ii) The railroad's copy of the drug test custody and control form, including the results of the test; (iii) Documents related to any regulated employee's refusal to submit to an alcohol or drug test required under this part; and (iv) Documents a regulated employee presented to dispute the result of an alcohol or drug test administered under this part; (3) Records related to other violations of this part; and (4) Records related to employee training: (i) Materials on alcohol and drug abuse awareness, including a copy of the railroad's policy on alcohol and drug abuse; (ii) Documentation of compliance with the requirements of § 219.23; and (iii) Documentation of training (including attendance records and training materials) the railroad provided to supervisors for the purpose of qualifying the supervisors to make a determination concerning the need for reasonable suspicion or post-accident alcohol and drug testing.