Give each freight record a home and a rule
The retention index should capture load number, document type, source, received date, storage path, owner, access group, applicable instruction, review date, and disposition status. The trucking VA for back office support page covers the filing workload. Keep BOLs, PODs, rate confirmations, invoices, and claim evidence matched to the right load.
Do not invent a retention period
If a contract, customer instruction, carrier policy, or current official requirement controls, link that source in the row. If the sources conflict, mark the record as an exception and send the question to the authorized owner. The Federal Motor Carrier Safety Administration guidance library can help locate current federal material, but it does not answer every contract or accounting question.
Review access and disposition separately
A file can be old without being ready for deletion. Record who reviewed it, what source was checked, the approved disposition, date, and reviewer. Keep the original evidence and any legal or claims hold. A VA can inventory, label, and report gaps; the carrier owner approves retention and deletion decisions.
Make retention decisions reproducible
For each document family record owner, source system, event date, retention rule, legal or claim hold, access group, and approval. A POD tied to an open claim stays held even if its normal age rule ended. The FMCSA regulations page provides federal reference points, and National Archives records guidance explains documented retention and disposition controls. Check state, contract, tax, and legal requirements with a qualified advisor.
For a second operational perspective, review the trucking VA for back office support service page and adapt the workflow to your team.
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