{"id":2691,"date":"2021-05-14T16:51:29","date_gmt":"2021-05-14T16:51:29","guid":{"rendered":"https:\/\/quicktransportsolutions.com\/blog\/?p=2691"},"modified":"2021-05-14T16:51:31","modified_gmt":"2021-05-14T16:51:31","slug":"top-tips-for-maintaining-proper-truck-driver-files","status":"publish","type":"post","link":"https:\/\/quicktransportsolutions.com\/blog\/top-tips-for-maintaining-proper-truck-driver-files\/","title":{"rendered":"Top Tips for Maintaining Proper Truck Driver Files"},"content":{"rendered":"\n

We recently talked about proper documentation and file management for fleet managers here at the QuickTSI blog. No matter what size your fleet is, you need to ensure you follow all FMCSA guidelines on compliant documentation. In today\u2019s post, we will look at the specific FMCSA guideline that covers documentation (Part 391) and the importance of digitizing your Driver Qualification Files<\/a> (DQF) and Safety Performance History<\/a> (SPH).<\/p>\n\n\n\n

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Today, in Part II of our series, we will look at specific\nrecords and what each entails from a compliance perspective. Our first document\nwill be medical certificates. Every truck driver is required to have a medical\ncertificate on file, but what are the specifics? Let\u2019s dig a little deeper. <\/p>\n\n\n\n

Medical Certificates<\/strong><\/p>\n\n\n\n

All truck drivers must have a Department of Transportation\n(DOT) medical evaluation. They can receive these evaluations either as often as\na medical examiner deems necessary or every 24 months, whichever comes first.\nThe medical certificate is mandated to ensure that truck drivers are physically\nable to carry out their jobs and operate commercial motor vehicles. Updated\nmedical certificates must be kept in the driver\u2019s DQF. <\/p>\n\n\n\n

Fleet managers must keep carful track of the variance\nrenewals required among their truck drivers, especially if they run a large\nfleet. When a truck driver has a physical impairment that impacts their ability\nto safely operate their fleet vehicle, they must get a state-issued \u201cvariance\u201d\ndocument that they carry with them wherever they operate their CMV. <\/p>\n\n\n\n

For operators that have impaired or missing limbs, a special type of variance, called a Skill Performance Evaluation<\/a> (SPE) is required. This is separate from a truck driver simply needing more frequent medical examinations. Conditions that may require more frequent medical examinations include hypertension, heart disease, diabetes, and sleep apnea. <\/p>\n\n\n\n

All variances, whether SPE or otherwise, must be renewed\nperiodically. It is critically important that fleet managers keep close eye on\nvariance expiration dates; they should be tracked right along side medical\ncertificate expiration dates. Failure to do so could result in a violation,\nwhich no one wants. <\/p>\n\n\n\n

Keep Violations at Bay  <\/strong><\/p>\n\n\n\n

No one wants to be on the receiving end of a violation,\nespecially when it hits your bottom line or puts you in the government\u2019s\neyesight. Yet violations related to documentation are some of the most\nprevalent, and easily preventable. <\/p>\n\n\n\n

In 2020, for example, over 54,000 truck drivers were cited\nfor not having a valid medical certificate with them during roadside\ninspections. That would make \u201cmedical certificate violations\u201d one of the most\ncommon violations of 2020. Now consider that a single violation for a missing\nmedical certificate can cost thousands of dollars. These should be easily\nprevented within your organization. <\/p>\n\n\n\n

The best way to stay ahead of violations is to keep a close\neye on expiration dates. You need to stay on top of the validity of the\ndocuments you or your truck drivers use. Also keep schedules in mind. If you\nknow an expiration is coming up, have it worked out ahead of time with the\ntruck driver. If they are out on the road when something expires, you are\nrunning with too much risk. <\/p>\n\n\n\n

Look at Expiration Dates<\/strong><\/p>\n\n\n\n

Far too many fleet managers and truck drivers are cited\nbecause they don\u2019t keep an upcoming expiration date in mind. It goes without\nsaying that truck drivers must always have a valid license and all required\nendorsements and\/or classes up-to-date and verifiable with them. <\/p>\n\n\n\n

Of course, other regulations are governed by the state these\ncompanies operate in. Commercial drivers\u2019 licenses are only valid for a\nspecific amount of time and under accordance with state licensing laws. In\nOhio, for example, CDLs must be renewed every 8 years. In California it is 5\nyears. The state your trucking operation is based out of will govern that\nnumber. <\/p>\n\n\n\n

Expiration dates are another example of easily avoidable\nviolations. Expired CDLs was in the top five for most violations issued in\n2020. Most out-of-service orders are also generated because of an expired CDL.\nExpired CDL violations can also run into the thousands of dollars per\nviolation. They aren\u2019t cheap to be at the receiving end of. <\/p>\n\n\n\n

Annual Documentation Requirements<\/strong><\/p>\n\n\n\n

Truck drivers and trucking companies are subject to compliance, regulatory and documentation requirements that must be renewed on an annual basis. The number one record that we all deal with is the Motor Vehicle Report (MVR). MVRs are important because they contain a record of all moving violations, crashes, suspensions, and\/or revocations. <\/p>\n\n\n\n

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For truck drivers specifically, there are additional\nquestions. Are there any violations regarding hazardous materials? Furthermore,\nwere there any violations on the MVR that showed a general disregard for public\nsafety? Fleet managers will look specifically for speeding, careless driving,\nreckless driving, and drug and alcohol violations. <\/p>\n\n\n\n

All truck drivers will have an annual MVR placed in their\nDQF. The fleet manager or other member of operations or management who conducts\nthe annual review, and the date, should also be noted along with the inspection\nitself. <\/p>\n\n\n\n

It is important to note that truck drivers are individually\nrequired to report an annual list of moving violations that occurred in the\nprior 12-month period. Truck drivers must individually certify if they have no\nnew moving violations on their MVR. At the outset of an annual review, it is\nlikely the fleet manager provides their truck drivers with certification forms\nto fill out. This form will then be kept in their DQF. <\/p>\n\n\n\n

Risk Reduction Matters <\/strong><\/p>\n\n\n\n

In the end, this is all about risk reduction. The government\nuses specific tactics to get truck drivers and trucking companies to reduce\nrisk. MVR monitoring and the auditing of truck driver files are part of this\nongoing strategy. And it is about more than just the government. Trucking\ncompanies are required to run annual MVRs, but it has become standard practice\nfor them to randomly check their truck drivers\u2019 MVR periodically throughout the\nyear. They don\u2019t want to be surprised at the end of the year. <\/p>\n\n\n\n

Because if a truck driver receives a license suspension\nbecause of a DUI while off the clock, fleet managers can\u2019t wait until the end\nof the year to act on that information. Without an MVR check, they are relying\non their operators to come clean or wait it out until the end of the year.\nThat\u2019s why many fleet managers decide to enroll their drivers in MVR monitoring\nprograms. <\/p>\n\n\n\n

Vendors provide solutions for continuous\nMVR monitoring<\/a> that allows the fleet manager to receive new driving record information\nas it becomes available. This takes the guesswork out and prevents the manager\nfrom having to periodically pull MVRs. If they forget, who does it? An MVR\nmonitoring solution prevents this and reduces risk. <\/p>\n\n\n\n

In many cases, MVR monitoring vendors can also keep tabs on\nyour truck drivers\u2019 medical certificates. When the certificates get updates,\nthe vendor can let you know. This fulfills your annual requirement to run an\nupdated MVR on each of your truck drivers and lets you focus on running the fleet.\n<\/p>\n\n\n\n

Driver File FAQs<\/strong><\/p>\n\n\n\n

Many trucking companies have questions about their truck\ndriver files. New truckers and owner-operators can be thrown off by the filing\nrequirements. One common question is whether or not there are any categories of\nCMV operator who is exempt from CDL requirements. The answer, per Part 383.3 of\nthe FMCFRs, only farm vehicle, emergency vehicle, or snow and ice removal\nvehicles are subject to exemption and even then, it is at state discretion. <\/p>\n\n\n\n

Another common question is if the age requirement in FMCFR Part 391.11<\/a> applies solely to CMV truck drivers involving interstate commerce. The answer is no. And let\u2019s remember, there are some grumblings in Congress of lowering the truck driving age for interstate commerce. With the trucking sector experiencing another truck driver shortage (or perhaps an ongoing one), the industry needs as many applicants as it can get. <\/p>\n\n\n\n

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There are many other important questions related to driver\nqualification files. It is important that anyone operating a commercial motor\nvehicle is familiar with a DQF and what goes into it. It is vitally important\nto stay up to date on expiration dates and other requirements related to your\nlicensing and endorsements. Keep documentation at the top of your truck driving\npriority list and you will be sure to keep unnecessary expenses at bay. Don\u2019t\nlet violations nickle\nand dime you to death<\/a>, keep your files straight and set yourself up for\nsuccess. <\/p>\n","protected":false},"excerpt":{"rendered":"

We recently talked about proper documentation and file management for fleet managers here at the QuickTSI blog. No matter what size your fleet is, you need to ensure you follow all FMCSA guidelines on compliant documentation. In today\u2019s post, we will look at the specific FMCSA guideline that covers documentation (Part 391) and the importance … Read moreTop Tips for Maintaining Proper Truck Driver Files<\/span><\/a><\/p>\n","protected":false},"author":1,"featured_media":2130,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1],"tags":[],"class_list":["post-2691","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-trucking"],"yoast_head":"\nTop Tips for Maintaining Proper Truck Driver Files - Quick Transport Solutions Trucking Blog<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/quicktransportsolutions.com\/blog\/top-tips-for-maintaining-proper-truck-driver-files\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Top Tips for Maintaining Proper Truck Driver Files - Quick Transport Solutions Trucking Blog\" \/>\n<meta property=\"og:description\" content=\"We recently talked about proper documentation and file management for fleet managers here at the QuickTSI blog. No matter what size your fleet is, you need to ensure you follow all FMCSA guidelines on compliant documentation. In today\u2019s post, we will look at the specific FMCSA guideline that covers documentation (Part 391) and the importance ... 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