JANUARY 17, 2019 – A few months ago the FMCSA announced that they would be completing their move towards offsite audits this year. That means that instead of auditors visiting your place of business to conduct these safety events, audits will be managed almost entirely through phone and digital communications.
In the government’s eyes, this move makes a lot of sense: because they don’t have to send auditors out into the field, they can save money. And because the audits take less time, they can conduct even more of them.
Those same benefits don’t translate over to you, the motor carrier, however. With the threat of more audits on the horizon, as well as the possibility of more fines, it’s even more important to get compliant – and stay compliant. If you haven’t done a full compliance review of your company recently, now’s the time to make sure you have everything in order.
Offsite = Online
As the agency started transitioning towards offsite audits, they became more receptive to digital files and processes – particularly when it came to driver qualification files. Last year they solidified this guidance with a final rule that allowed carriers to maintain electronic records. In time, this will be the preferred method of auditing files for the FMCSA, making it beneficial for your business to make the switch from paper to digital files. That way, when an auditor comes calling, you can simply share your digital files with them – rather than scanning and emailing paper files directly to the auditor.
Related Article: Digital Offsite Audits Have Grown 100%
Creating and maintaining digital files also has a few major benefits to you, as well:
- It protects against natural disasters and fires, which can destroy files and compromise your compliance
- It helps you stay compliant by tracking important deadlines and notifying you when action is required on your part (such as an annual MVR review or CDL renewal)
- It gives you 24/7 access to your driver file information, regardless of where you are
At Foley, our powerful compliance portal will help you prepare for these new off-site audits. First, we’ll help you build an electronic compliance management system that houses all of your paperwork in one, secure location. Then, we’ll help you maintain that paperwork on an ongoing basis by monitoring document expiration dates and alerting you when DOT physicals, random drug tests and other compliance activities are due.
Ready to learn more? Click here or give us a call at (860) 815-0764.
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