Are you responsible for hiring CDL drivers and managing compliance on a go-forward basis? If yes, let’s see how much of the following scenario resonates with you . . .
Do you approach driver file management like this?
Let’s say you’ve recruited an experienced driver named Bob. You work with a background check vendor to run all the required pre-employment screening on Bob, like the initial MVR check. The vendor does exactly as you ask, no more and no less.
Bob, of course, is just one of several dozen drivers you manage. You’ve created your own internal system for keeping track of each driver’s records. Maybe you use filing cabinets and paper folders. Maybe you use an Excel spreadsheet and “My Documents” in Microsoft Word. Any given week, you’re juggling new-hire paperwork and ongoing paperwork for current drivers.
You’ve also created a system for “remembering” when to reach out to your background check vendor to run annual checks for each driver. You’ve got a rhythm. And your system’s been working, more or less, so far. No mistakes.
At least, none that you’re aware of. Maybe you’ve come close to making a mistake before (like almost overlooking an expired medical card). And admittedly, you do find yourself entering into panic mode when you cut it a little too close.
OK, be honest: Does any of that sound familiar?
If it does, you’re not alone. In fact, we suspect most people reading this article operate the same way. And we get it. People grow comfortable with their own systems. Why fix something if it isn’t broken?
But here’s the thing: Just because it hasn’t broken yet, that doesn’t mean you’re not poised for disaster—and soon.
Why the above approach no longer works
The DOT has embraced digital recordkeeping, full stop. Most DOT audits are now conducted virtually, meaning you must deliver digital records within 48 hours of a request—or else.
Given this new reality, let’s dismantle the above approach piece by piece . . .
You’ve run the required pre-employment background checks on Bob, including Bob’s MVR, which came back clean. So Bob is good to go, right? Well, what happens if Bob gets a DUI two months from now? How will you know? Are you going to rely on Bob telling you? Wouldn’t you want to know ASAP? Or are you OK with the “ignorance is bliss” mentality and waiting until you run his next annual MVR to get the bad news?
At any given time, you’re managing files for many employees. But are you happy being a professional paper-pusher?
You were hired because of what you could bring to the role—be it safety manager, compliance manager, or HR manager. Wouldn’t you rather focus on rocking your position rather than scuttling about with a stack of paper files?
And speaking of all those files, keep in mind that paper files can go missing or be destroyed (during fires and floods, for example). And if you’re using Excel and “My Documents” to keep track of files . . . unless these things live in the cloud and can be accessed from anywhere and on any device, this approach can prove problematic, too.
Plus, some cloud “solutions” can present compliance issues due to lax security and privacy controls. Remember, personnel files are sacred—even more so when you’re dealing with complex compliance requirements thanks to the DOT.
As for staying on top of important dates like when to run annual MVRs. . . shouldn’t there be a better system than having to remember to create notifications in your Outlook calendar? What happens if something happens to YOU? If you’re sick or on vacation and the notification comes through to your email, but no one else’s—then what happens?
And yeah, yeah, we hear you: You’ve been doing it this way for years without any real issues. Well, consider yourself very lucky. And be prepared for that luck to run out. Because the DOT now expects you to have a digital solution.
We understand that changing over to a new approach and a new system can be overwhelming and uncomfortable. But those feelings won’t last (we can guarantee that). You will get comfortable with a new system. And eventually, it will feel like second nature—especially if you choose the right employee management software.
Notice we emphasized the word “right.” That’s because not all employee management software is created equal.
If you’re going to make the switch to employee management software, choose wisely
Here’s how you can do just that:
- Look for a vendor who values a partnership and can offer more than simply the basics—think ongoing monitoring, compliant mobile applications, and a dedicated account manager who proactively reaches out to you.
- Choose a nimble online system that is easy to use, but that can also scale as the company grows.
- Look for baked-in features that make your life easier. Running annual checks, like MVRs, should be automatic and require little oversight from you (unless the check comes back with an issue).
- View employee management software as your new awesome virtual assistant—one that always has your back and never takes time off.
If you focus on finding the above, you will be AMAZED at how quickly you acclimate to it. Honest! We’re not talking years or even months. Think weeks—and maybe even days.
Again, this will happen if you choose the right employee management software for your driver compliance. We are absolutely going to raise our hand and shout from the rooftops that you should consider Foley.
Experience employee management software as it should be
We offer an end-to-end solution that helps you recruit the best candidates, onboard them quickly and compliantly, and manage their employee files on a go-forward basis.
No more back-and-forth between you and the vendor. No more panicking when you realize you forgot to run Bob’s annual MVR. No more fear when the DOT comes knocking on your door with a surprise audit.
Everything you need to manage employee recruitment, onboarding, and ongoing monitoring is in one intuitive system that you can access securely from anywhere.
And just like that, you’ll get valuable time back to focus on other critical areas within your company—or to just start working “normal” hours again. Sounds nice, doesn’t it?
But don’t take our word for it. Check out Trustpilot and read what real people have to say about Foley’s solution. Then, request a demo and see for yourself!
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