Electronic Recordkeeping

J. J. Keller® Encompass® Compliance Brief

Documentation plays a key role in proving that you comply with highway
safety regulations and your duty to protect the public. In today’s world
of off-site DOT audits and nuclear verdicts, you can’t afford not to
maintain your records to the highest standards. Your hopes of success
in court or during a DOT, OSHA, DOL, or other government audit
are significantly impacted by what you can prove with your records.
Investing in an electronic records management system is the answer.

Are you maintaining accurate and compliant records?

Job Classifications 2021 BY THE NUMBERS

Like most motor carriers, you probably have a mix of job
classifications that are subject to various recordkeeping Audits by Carrier Size1
laws and regulations. You may even have a combination Very small carriers (1-6 power units): 53.8%
of drivers that work and are paid in different ways — from Small carriers (7-20 power units): 29.2%
full- and part-time to seasonal, contractual, managerial, Medium carriers (21-100 power units): 13.8%
or even family members who occasionally get behind
the wheel. Audits Results2
On top of that, you have to manage the variety of vehicles Audits with violations: 11,650 (94.5%)
you operate with their diverse registration, permitting, Audits resulting in enforcement: 3,688 (30%)
licensing, maintenance, and insurance requirements. Total violations: 75,452 (6.48 AVG violations/audit)
Consequently, you'll need to ensure your records
incorporate the following areas:
Auditors are Finding More
• Payroll
• Hours of service
• Previous employer
inquiries
Recordkeeping Violations
• Drug and alcohol At least 65% of all critical violations found during 2021 audits are
• Driver qualification
testing related to recordkeeping, including 7 out of the top 10.3
• Vehicle maintenance
• Training Besides log violations, this includes violations related to inspection
• Accident/Incident
reporting • And more. and maintenance records, driving records, HOS supporting
documents, driver qualification files, and vehicle inspection reports.

$26,200 Ontario, CA, motor carrier paid for not maintaining

2021 logs, DQ files, and maintenance records
Recordkeeping $13,500 Arlington Heights, IL, motor carrier, for failure to
Enforcement maintain supporting documents and initial MVRs

In the News $11,500 Manteca, CA, and Crown Point, IN, motor carriers,
for failure to maintain initial MVRs and logs

JJKeller.com/TryEncompass | 833.708.4634
Electronic Recordkeeping (cont.)

Five Reasons to Switch to Electronic Records

Storing and managing your compliance files electronically
instead of relying on paper will pay dividends. Motor carriers
that switch to electronic records see numerous benefits:
1. T
 ime Savings. Electronic documents are always in their
proper place and are stored uniformly for each employee
or vehicle.
2. E
 asier document sharing. Electronic storage simplifies
the sharing of documents.
3. Automated auditing. Good fleet management systems
audit your files automatically to ensure they’re complete,
compliant, and kept up to date.
4. B
 etter visibility for decision-making and workflow. Key
players have instant access to needed documentation,
whether it’s complete or in-process.
5. I mproved data security and cloud storage. Regulated
$18.4 million was paid in penalties with an
documents are secured and access controlled with no lost average settlement of $6,626 in 2021.4
or damaged records.

Electronic Recordkeeping with Encompass® Fleet Management

When you choose Encompass Fleet Management, it’s like having a personal
safety expert managing your drivers and vehicles and auditing your files.

It keeps you on top of all DOT and company- • Quick, searchable access to all
specific requirements, including titling, documentation, attachments,
registration, qualification, drug testing, training, and renewals
and accidents. It provides your team with: • Ability to email documents
• Visibility to all compliance aspects of your to internal and external partners
drivers and vehicles
• Alerts for incomplete or past due With Encompass,
credentials, licenses, and registrations you’re ready for anything!
• Standardized processes for compliance and
paperwork across your organization

Talk with a compliance specialist

and try Encompass FREE for 60 days.

JJKeller.com/TryEncompass | 833.708.4634
SIMPLE. FLEXIBLE. AFFORDABLE.
1
Federal Motor Carrier Safety Administration. FY2021 data. Retrieved February 2022 from https://ai.fmcsa.dot.
gov/SafetyProgram/spRptReview.aspx?rpt=RVFS. 2 Ibid., https://ai.fmcsa.dot.gov/SafetyProgram/spRptReview.
aspx?rpt=RVVS 3 Ibid., https://ai.fmcsa.dot.gov/SafetyProgram/spViolation.aspx?rpt=CViol
4
Ibid., https://ai.fmcsa.dot.gov/SafetyProgram/spRptEnforcement.aspx?rpt=CLOSE 431403-032 Copyright 2022 J. J. Keller & Associates, Inc.