Are Your Files DOT Audit Proof?

Now that offsite, digital DOT audits are becoming increasingly common, it’s becoming even more important for motor carriers to have complete and well-organized files. In this new compliance environment, DOT auditors are literally only a phone call away – and will be calling and requesting digital evidence that you’ve met your federal requirements.

Here are some tips to make sure you’ll be able to get through your next audit with ease:

1. Have the Files You’ll Need on Hand. There’s a lot of paperwork that may be asked of you during the audit process. Make sure you’re prepared by having a comprehensive list of drivers that work for your company, complete driver qualification files, hours of service records, vehicle inspection reports, a list of vehicles, proof of insurance, an accident register and proof of your drivers’ enrollment in a drug and alcohol testing program.
2. Move to a Digital Filing System. Follow the DOT’s lead and move from a paper to a digital filing system to ensure that documents are secure and readily available when needed. Not only are digital files more secure (digital files can’t be destroyed in a fire or flood, for example), but they are available from any computer and can be instantly downloaded and emailed upon request.
3. Automate Your Maintenance Requirements. The more drivers you manage, the more important this becomes. From running MVRs to making sure medical cards and CDLs are up to date, there are a number of deadlines during the year that need to be carefully tracked. Some digital systems will help you manage these requirements so that you’re alerted when deadlines or other compliance needs arise.

Staying on top of your DOT compliance requirements has always been important, but now that offsite audits are becoming more prevalent – and enabling the FMCSA to conduct more audits than ever before – it’s even more critical to your business’ future success. If you have questions about the best way to audit-proof your business, or want our help getting prepared, please click here or call (860) 815-0764.