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Employee DL Back Form

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EMPLOYEE DL BACK FORM

Personal Information

Position Information

Start Date:

Driver's License — Back Side Details

License Number:    Issuing State:    Class:

Endorsements:    Restrictions:

Issue Date:    Expiration Date:

Employment History (most recent first)

From:   To:

From:   To:

Education

Graduation Date:

Professional References

Legal Disclosures & Consent

At-Will Employment: I understand that, unless otherwise agreed in a separate written agreement signed by an authorized representative, my employment is at-will. Either I or the employer may terminate the employment relationship at any time, with or without cause or notice.

Equal Opportunity: The employer provides equal employment opportunity to all employees and applicants and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other protected characteristic as required by law.

Authorization to Obtain Driving and Background Records: I hereby authorize the employer and its designated agents to obtain and review my motor vehicle records, driving history, and any background checks reasonably required for my position, including but not limited to criminal background checks, employment verifications, and reference checks. I understand that information obtained will be used to determine my suitability for roles that require driving or the operation of company vehicles.


Applicant Certification

I certify under penalty of perjury that the information contained in this form is true and complete to the best of my knowledge. I understand that any falsification, omission, or misrepresentation of information may result in disciplinary action, up to and including termination of employment or withdrawal of a job offer. I further certify that I have provided an accurate rendition of the information appearing on the back of my driver's license and that I have disclosed any endorsements or restrictions that may affect my ability to perform duties that require driving.

I authorize the release of this information to the employer for employment-related purposes and acknowledge that the employer will handle this information in accordance with applicable privacy and records retention policies.

Printed Name:

Signature:

Date:

Enter text✕
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What the Employee DL Back Form Is

The Employee DL Back Form is a standardized HR record used to capture the information printed on the reverse side of an employee's driver's license, such as machine-readable barcode strings, restriction and endorsement codes, issuing state data, and other visible annotations. Employers commonly collect this back-side data alongside a front-side copy to support identity verification, driving qualification, insurance underwriting, and personnel recordkeeping. When combined with front-side ID images and employment verification forms (for example, the I-9), the back record helps reduce transcription errors and preserves machine-readable data for downstream systems while requiring secure handling and retention.

Why documenting the license back matters

Collecting the driver's license back information improves identity verification accuracy, supports compliance for driving-related roles, and preserves machine-readable data that may be required by insurers or fleet managers. Properly documented back-side details reduce manual entry errors and audit risks.

Why documenting the license back matters

Who typically collects and uses this form

HR, fleet managers, safety officers, and hiring managers commonly request the Employee DL Back Form during onboarding and driver qualification processes.

  • HR administrators: collect and store image and barcode data for personnel files and audits.
  • Fleet managers: verify endorsements, restrictions, and medical conditions affecting driving duties.
  • Safety/compliance teams: use recorded data for insurance, incident investigations, and regulatory reporting.

Keep role-based access controls and logging in place so only authorized personnel view sensitive driver's license details.

Core components every Employee DL Back Form should include

Core components define a complete Employee DL Back Form: image capture, machine-readable extraction, identity fields, endorsement codes, signer attestation, and retention metadata for audit and compliance.

Image Capture

Include a high-resolution photo of the license back. Capture both visible text and barcode areas; store the original image alongside a redacted copy for routine use to limit exposure of sensitive data.

Machine Data

Extract MRZ, PDF417, or magnetic stripe strings using OCR. Validate extracted values against manual transcription to reduce errors and preserve a searchable data record for downstream systems.

Identity Fields

Standardize fields for full name, license number, DOB, issue and expiry dates, and issuing state. Use strict formats and controlled-value lists to ensure consistency across HR and compliance reports.

Restrictions & Endorsements

Capture restriction codes and full endorsement text. Translate common codes into plain-language notes in the record to support role qualification, operational planning, and insurer inquiries.

Attestation Block

Provide a signature line and attestations confirming authenticity and consent to storage. When collected electronically, include an ESIGN-compliant consent disclosure and record retention statement. Record signer IP and timestamp for attribution.

Audit & Retention Metadata

Attach audit trail entries showing uploader, reviewer, timestamps, and redaction history. Record retention schedule and legal basis to satisfy audits and to comply with I-9 and IRS document retention standards.

Step-by-step: collect, verify, and store

Follow these sequential steps to collect, verify, and securely store the driver's license back image and extracted data.

  • 01
    Prepare: Request employee's consent and explain storage and use limitations.
  • 02
    Capture: Scan or photograph the license back ensuring readable barcode and text.
  • 03
    Verify: Compare back-side data with front ID and HR records.
  • 04
    Store: Encrypt files, log access, and retain per retention policy.

Configure an online capture and review workflow

Configure a simple online workflow for secure capture, review, and archive of the Employee DL Back Form.

Form Field Configuration and Validation Rules Configuration
Upload Method (Scan or Photo) File types: PDF, JPG, PNG; max 5MB
OCR / Magic Field Detection Enable automatic barcode and MRZ extraction for accuracy
Signer Authentication Level and Methods Use email plus SMS code for medium assurance; KBA where required
Retention Periods, Encryption, and Access Controls Encrypt at rest (AES-256); role-based access and audit logging

Where to send or file the completed form

Overview of where to send or file the Employee DL Back Form after capture and verification.

  • To HR File: Attach to employee personnel file in encrypted HR system.
  • To I-9 Record: Link image to I-9 backup where applicable for identity verification.
  • To Insurance: Share restricted extracts with insurer for driving coverage review.
  • To Fleet Systems: Populate telematics and driver profile systems with validated endorsements.

Platform and security requirements for digital capture

Ensure the platform supports secure capture, e-signing, and audit trails before deploying electronic Employee DL Back Forms.

  • File Formats: PDF, DOCX, JPG accepted
  • Integrations: HRIS, Payroll, Fleet telematics
  • Security: TLS 1.2/1.3 in transit, AES-256 at rest

Security and compliance checklist

Encryption: AES-256 encryption at rest and TLS in transit
Authentication: Email, SMS, SSO, optional KBA
Audit Trail: IP, timestamp, action log retained
HIPAA: BAA required for PHI workflows
Certifications: SOC 2 Type II, ISO 27001, PCI compliance
Retention: I-9 retention rules apply

Common mistakes to avoid

  • Scanning low-resolution images that obscure barcode or MRZ segments leads to failed OCR and additional manual processing; use highest supported resolution and check legibility before upload.
  • Storing unredacted license images in shared drives without encryption exposes PII and risks regulatory violations; apply role-based access and maintain an access log.
  • Entering dates in inconsistent formats (e.g., DD/MM/YYYY vs MM/DD/YYYY) can cause verification failures; enforce MM/DD/YYYY input validation.
  • Collecting and retaining back-side data without documented consent or policy increases legal risk under privacy laws and employer obligations; maintain written consent records.

Key legal and operational risks

I-9 Violation: $281–$2,789 per violation (DHS)
Tax Withholding: Backup withholding 24% may apply
Data Breach: Notification costs and fines possible
Insurance Denial: Coverage disputes from inaccurate records
Employment Liability: Unauthorized access leads to legal claims
Reputation Risk: Customer and regulatory trust erosion

Important collection and retention timeframes

Key timeframes for collecting, retaining, and responding to requests related to the Employee DL Back Form.

When to collect during onboarding:

Collect at hire or during driver qualification

Retention minimums tied to I-9 and IRS:

Retain per I-9 rules: 3 years after hire or 1 year post-termination

Responding to employee access or deletion requests:

Verify identity; provide records per company policy and law

When notarization or witnesses apply:

Generally not required for DL copy; state exceptions possible

Audit frequency for stored identification records:

Annual or biennial reviews recommended to confirm compliance

eSignature vendor pricing and capability snapshot

Comparison of common eSignature vendor starting prices and capabilities relevant to digitizing Employee DL Back Forms.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial, no credit card Trial availability varies by vendor and plan Trial availability varies by vendor and plan Trial availability varies by vendor and plan Trial availability varies by vendor and plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap Limits (100 envelopes/user/year) Limits vary by plan Limits vary by plan Limits vary by plan

Frequently asked questions about the Employee DL Back Form

Answers to common operational, legal, and technical questions about collecting and storing back-side driver's license data.


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