Chain of Custody Form

Written by Nick Webster

Published on Feb. 14, 2023, 6:01 a.m.

Chain of Custody Form

It’s crucial for every CDL commercial driver to understand what a chain of custody form is. After all, each driver becomes subject to a drug test. A test must get completed before starting employment with a new business. One false negative or positive drug test could destroy your career. The purpose of a chain of custody form (CCF) is to help ensure that doesn't happen. Please continue reading to learn the basics about the chain of custody forms. Read here about Starting a Trucking Company Correctly

What Are Chain of Custody Forms?

So, what is a chain of custody form? Chain of custody forms serves one key purpose. It's to document every individual that handles an alcohol or drug specimen. This becomes needed in the transportation industry. When it comes to drug testing new drivers, a chain of custody form get used. The Department of Transportation (DOT) also helped create the modern form. Why? So it aligns with Mandatory Guidelines for Federal Workplace Drug Testing Programs.

Why Use a Chain of Custody Form?

The purpose of the form is to track every person that possesses pr handles a sample. This takes place between the time a sample gets collected and analyzed. Say that someone uses aDOT drug test chain of custody form. It becomes unlikely that a false positive or negative result gets recorded. That's because it's difficult for anyone to tamper with a sample. What is DOT SAP Program?

Chain of Custody Definition

A chain of custody is an audit trail. It’s created to ensure that evidence can get traced back to an original source. A form’s used to provide proof that the evidence has not gotten tampered with. Or, that contamination took place during handling and storage. The chain of custody begins at the moment the evidence becomes collected. Then, the chain can continue even if it gets presented in court. For additional programs, check out MCS-150, Must visit FMCSA Hours of Service Suspended topics.

How Does the DOT’s Chain of Custody Form Get Used?

The DOT chain of custody form features five parts. Every part has to get filled out by a unique party. This is standard within the DOT drug testing process. The first part focuses on the driver, also known as the donor. Part two involves the employer of the driver. Then, part three focuses on the collector. Next, part four involves the drug or alcohol testing facility. Part five focuses on the Medical Review Officer (MRO). Importance of The FMCSA 30-Minute Break Rule.

A chain of custody form always begins with a donor. In this case, the donor functions as a commercial driver. He or she produces a urine sample. Then, documentation takes place within the chain of custody form copy. Next, the sample gets taken to a controlled environment. It’s a bathroom that meets specific requirements. First, no water sources must have availability. In fact, toilet water has to have stains of blue. This way, it cannot get used. Also, cleaning products cannot exist in the room. This includes bleach and soap. The area also needs to get inspected for potential contaminants. Plus, hidden contaminants cannot exist in the room.

Next, the sample arrives at a testing facility. That's where the sample, of course, gets tested. Say that the testing process becomes complete. A chain of custody form then gets sent to an MRO (medical review officer). And MRO will review the form to make sure that there are no flaws. Then, the MRO signs off and the process becomes complete. What is Unified Carrier Registration?

Can Urine Drug Screen Chain of Custody Forms Get Rejected?

Yes. The Chain of Custody form for a urine drug screen can get rejected. Laboratories will communicate a rejection if discrepancies or errors take place. This can include not following a testing facility’s specific requirements. (Like not labeling each sample or having incomplete documentation.) Also, improper collection procedures can result in a form getting rejected. Here is an example of how the chain of custody form rejection works. Say that the collector does not follow proper chain-of-custody protocol. Sure, he or she collects the sample. But the collector does not document it in a proper manner. The test results can get declared invalid. Thus, the chain of custody form will get rejected. Also, take a look at Drug and Alcohol Program policy. What is DOT Clearinghouse Enforcement?

Sometimes suspicion of tampering takes place. This can happen with shipped samples without proper insulation. So, why would these samples get rejected? Because of the degradation of the sample. Also, inadequate specimen quantity functions as another potential red flag. It can lead to rejection since some compounds must have enough quantity. You will need driver qualification files filed out by all employees that drive for you working. Also, take a look at What Is IRP or Apportioned Registration.

Is There a Chain of Custody Form Template?

Yes. The DOT can provide an official chain of custody form. This way, you will not need to draft your own form. As a result, your DOT drug testing processes can become streamlined.

Can Drug Screen Chain of Custody Forms Get Completed Online? Without question, it’s okay to use an electronic chain of custody form. In fact, that's encouraged by the DOT. Why? Because the most common problem with these forms comes down to human error. Using physical form copies will create more errors than having electronic versions. Plus, the drug testing process speeds up through the use of electronic forms. Read about Texas DOT Numbers and USDOT Numbers. Learn here How to Prepare for a Compliance DOT Audit.

What’s the Difference Between an Old DOT CCF & the New Form?

There are some crucial differences between the old and new DOT CCF forms. The most recent form features an oral fluid testing option. Meanwhile, the previous DOT CCF form did not have that as an option. Also, see if you can look at step two on the new form. There's information written in bold that asks which type of test it is. Plus, the new form features more criteria for the oral fluid test. Say that you do not see that information written on your form. That means you're using an old DOT form. Of course, it’s ideal to use the most recent version of the DOT form. This way, you can execute a professional chain of custody drug test. Visit DOT Authority Package, Tips to prepare for 2022 DOT Week filings in minutes. How to get Oregon Trip And Fuel Permit?

How Do I Access the DOT Chain of Custody Form?

“Where can I get a chain of custody form?” That's a common question that our organization receives. Well, here’s how to access the DOT chain of custody form. You must first register on the U.S. Department of Transportation’s website. It is Once registered, you can search for the “chain of custody form.”

Next, you can download it from the site on a direct basis. Otherwise, you can contact your local Department of Transportation center. This way, you can learn more information about securing the form. Once you have completed the form, it should get signed by all parties. It’s a common mistake to forget to sign the chain of custody forms. But a chain custody form only has validity if all parties sign it. Check out The Basics of Farm Exemptions. You will then have the ability to maintain complete motor carrier authority or broker. What are the Top 3 DOT paper-appointed Violations?

Contact Us With Questions About DOT Chain of Custody Forms

Do you have any questions about the DOT chain of custody form? If so, please do not hesitate to Contact our organization. Our team’s standing by to help answer your questions. We can provide extra guidance relating to the specific requirements of the form. Our experts commit to helping you and your motor carrier succeed. This way, all submissions can meet the guidelines set forth by the DOT. Please reach out if we can help you or your trucking company. We cannot wait to help you execute the next chain of custody form drug test.