Department of Transportation (DOT) Fleet Inspections have been on the rise since the last days of 2020. They are growing in rapidity year-over-year as the nature of the market continues to see an overhaul of operating practices. Is your fleet ready to submit to an inspection? What should you do to improve and pass every check? Here are a few tips to get your fleet prepared to take on the DOT inspectors.
Ensure You Are Proactive On Full Fleet Maintenance
There are several ways to ensure that your fleet is well-maintained. Chief among them is related to inspections. Regular maintenance inspections ensure that all mechanical, electrical, and emissions equipment functions at or near maximum efficiency. Further fleet maintenance practices include the following:
- Keep accurate records of inspections and maintenance.
- Check expiration dates and licensing.
- Track inspection deadlines and ensure scheduled maintenance well in advance.
- Utilize real-time tracking software to assist in records and scheduling.
Update Your Software
The larger your fleet or more complex your warehouse, the greater you will need computer software to keep up with the efficiency of the competition. Yet, even if your operation is small, having up-to-date software is there to have your back and keep everything tidy to ensure your DOT inspections go smoothly. Another necessary type of software that most logistics companies should use includes tracking and telematics, which help monitor driver behavior and improve overall safety on the road.
Know The Details of a DOT Inspection
There are several stages to a DOT inspection, and having the proper documentation ready can expedite the process and ensure your fleet is up to standards.
- General Inspection
- The first stage includes inspecting records, insurance documents, and accident reports. Even if you haven’t had any recent accidents, the inspection can audit up to three years back, so keeping a consistent and safe log is imperative to smoothly navigating this step.
- Driver Checks
- All of your drivers in a commercial setting must carry an unexpired CDL license for the required vehicle class. Ensure you have current files for every driver and that their credentials match the DOT’s requirements for your fleet. You can find out more about CDL requirements here.
- Vehicle Maintenance
- Ensure that you keep maintenance logs for at least a year and that the files on each vehicle active in your fleet have the following:
- Company and/or license plate number
- Model and year
- Vehicle identification number (VIN) or serial number
- Tire size
Some fleets may or may not need the following inspections, and requirements will depend on the cargo carried and safety records.
- Hazmat: Companies that transport hazardous materials have strict federal requirements. Check all your placards for proper markings and shipping papers for information on materials in transit or storage, and ensure all your drivers have an H endorsement on their CDL.
- Accidents: Keep your accident records for at least three years. The DOT defines an accident as an “incident that results in a fatality, bodily injury, or disabling damage to a vehicle.”
Don’t Be Intimidated by Increased DOT Inspections
A DOT inspection may seem daunting, but it doesn’t have to be if you maintain proper organization and files. Record keeping has never been a more painless process, which makes any inspection all the easier. Every industry, including trucking, is seeing a gradual shift toward software integration with the assistance of artificial intelligence. Good record keeping, consistent maintenance, and up-to-date certifications do more than help you pass an inspection; they can help improve efficiency and safety in the workplace. When a DOT inspection comes to you, remember to be honest, share what you have, and provide all the necessary certifications to ensure everything is in working order.
Another key component to safety out on the road is properly loading and securing your cargo. For more information on our wide variety of strapping products, don’t hesitate to contact USA Strapping today by phone at 888-768-0001.