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If you and your truck drivers have done their jobs correctly, and if you all have kept good records, then DOT audits do not need to be a cause for undue stress. It is the job of the auditors to make sure that your company is in total compliance with all applicable state and federal laws. Interestingly enough, no matter what your position is within the company, it is also your job to make sure that you are in total compliance with those same applicable state and federal laws. While there should not be a reason for undue stress, there is definitely cause for extra care and diligence. With enough evidence of violations, the Department of Transportation actually has the authority to shut your company down. The simplest way to pass a DOT audit is to actually be in compliance in the first place. Here is a checklist of compliance items that you should always keep up-to-date, but that you must review and correct before any scheduled DOT audits. Driver Qualifications These individual files should include a detailed record for each of your drivers, such as when their license will expire, their complete driving record, and their medical certification. Any certificates attesting to driver training or completed road tests should be filed here. Each driver should have a Safety Performance File which should demonstrate that their driving history and violation record has been reviewed by a supervisor at least once every twelve months. Alcohol and Drug Testing Your company should have documentation showing that it is in compliance with the testing methods, frequency, and reporting procedures required by the department of Transportation and your particular state. Supervisors should also be able to prove that they have had adequate training on how to detect signs that a driver is impaired or influenced by drugs or alcohol. Driver Log Books You need to have at least six months’ worth of records available documenting every driver’s hours of service. You will want to review these log books before all DOT audits to ensure that drivers are not working beyond their maximum allowable hours. Inspection and Maintenance Records The auditor will be verifying that all your vehicles are in good working order and regularly maintained for safe operation. There should be separate records for every vehicle documenting all performed maintenance services and inspections, including any inspections that are performed by the drivers. Accident Records One of the things the auditor will be reviewing is if the company has been keeping accurate records of all accidents involving its drivers. These records must be correctly documented for each driver, even if there have been no accidents. This file should contain proof of insurance, markings for each vehicle, and driver safety training documentation. Depending on your state, there may be other requirements. These are the minimum requirements that a DOT auditor will be looking for. These records are easily obtained and maintained, and if you have performed your due diligence throughout the year, any DOT audit should go smoothly.
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