Compliance is largely a records exercise. Having done the right thing is not enough if you cannot demonstrate it.
Driver qualification files
- Application for employment.
- Motor vehicle record checks, initially and on the required cycle.
- Road test or equivalent.
- Medical examiner's certificate, current.
- Annual review of driving record.
- Annual certification of violations.
Hours of service
Records of duty status, supporting documents, and any ELD data. These are the records most commonly examined and the ones where gaps are most obvious.
Vehicle records
- Annual inspection records.
- Maintenance and repair history.
- Driver vehicle inspection reports.
- Records for each vehicle, kept for the required retention period.
Drug and alcohol programme
Enrolment, testing records, and the required documentation of the programme itself. This is an area where small carriers most often have gaps.
Financial and registration
- IFTA mileage and fuel records.
- Insurance filings and current certificates.
- UCR and registration documentation.
- Accident register.
Organise by category and by year, and keep them somewhere that is not only in one truck or one phone. An auditor gives you a short window to produce files, and searching is not a defence.
We can set the system up
Getting the filing system right before an audit is far cheaper than after. Call (432) 257-7547 or come by 700 C Andrews Hwy in Midland. We work in English and Spanish.
Related services