Preparing for a DOT Safety Audit: A Comprehensive Compliance Checklist

After mastering the "6 Levels of DOT Inspection Fleet Managers Must Know", it’s crucial to understand that the DOT may conduct an audit of your fleet's records unexpectedly. Documentation must be available on demand to prove your company's ongoing compliance.

In this era of big data, the FMCSA has implemented the digital Safety Measurement System (SMS) to monitor the performance of over five million truck and bus drivers nationwide. The SMS collects data from all roadside inspections and weigh stations, assigning compliance scores to carriers.

Avoiding the Paper Scramble Before an Audit with FleetRabbit

A record of numerous violations can result in a negative SMS score, potentially triggering a DOT audit. Such audits might arrive with little or no advance warning.

With paper-based records, an unanticipated audit can cause significant disarray, especially in larger fleets. Fleets of all sizes can leverage FleetRabbit’s digital capabilities to store essential compliance documents and make them instantly accessible in real time to meet DOT audit requirements, regardless of fleet size or dispersion across the country.

FleetRabbit also maintains the fleet in a constant state of DOT safety compliance, bolstering your SMS score and minimizing the likelihood of audits. Should audits occur, FleetRabbit serves as a crucial digital tool, ensuring preparedness for any of the four types of audits DOT might conduct.

Be Prepared for the Four Types of DOT Audits

• Compliance Review: Focuses on regulatory compliance and safety performance, often triggered by a poor SMS score.
• New Entrant Audit: Conducted within the first 6 months of operation to ensure compliance with safety regulations.
• Security Audit: Documents driver training, the company’s safety plan, and security measures.
• Hazardous Materials Audit: Involves a detailed review of training, labeling procedures, and HAZMAT documentation.

Be Prepared! DOT Audit Checklist with FleetRabbit

• A current copy of the Federal Motor Carrier Safety Regulations (FMCSR).
• DOT security plan updated.
• Records of valid annual inspections for all commercial motor vehicles for at least 14 months.
• Six months of completed driver logs.
• Drug and alcohol testing reports covering the last calendar year.
• Status report of any driver who tested positive for substances.
• Current MCS-90 form proving adequate liability insurance coverage.
• Documentation of your company’s drug and alcohol testing programs and policies.
• Motor vehicle records (MVRs) for all newly hired or rehired drivers.
• Records of pre-employment drug tests for all drivers.
• Proof of CDL licensing for all drivers.
• Post-trip inspection reports for the last 90 days for all commercial vehicles flagged with faults.

The DOT Safety Measurement System and Increasing Targeted Audits

A recent report at US Compliance Services, "Preparing for a DOT Audit", highlights an increase in DOT audits due to the SMS. Key performance indicators can attract targeted compliance review audits, with new entrant audits possibly triggered by changes such as expanding from intrastate to interstate commerce.

Common triggers for targeted audits include high crash rates exceeding 1.5 crashes per million miles, critical crashes, citizen complaints, and random selection, ensuring that every commercial motor vehicle could be audited at any time.

Achieving Satisfactory DOT Audit Marks with FleetRabbit

To stay prepared for DOT audits, utilize FleetRabbit’s digital DVIR and customizable forms and checklists to optimize your fleet's safety, performance, and compliance. Start your free trial or book a demo with FleetRabbit to transform your fleet management approach and secure satisfactory marks on future DOT audits.