Record Retention
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Archived safety bulletins can be accessed at: https://www.idealease.com/safety-compliance/safety-bulletins
In This Issue:
- FMCSA Record Retention
- FMCSA Personal Identification Number
Q:How long do I have to keep records and documents that are required by the FMCSA Regulations?
A:It depends on which documents you are talking about. The record retention requirements vary greatly. I have summarized the retention requirements for some of the most common documents by subject area below. I have also indicated the Code of Federal Regulation (CFR) of the regulation where the record retention requirements are located
Driver Qualifications CFR 391.
Drug and Alcohol testing Records
Hours of Service Documentation
Inspection and Maintenance
Do you have your US FMCSA Personal Identification Number (PIN)?
To view your CSA SMS information in its entirety you will need your US DOT number and US DOT PIN numbers to access the information as it becomes available to the industry. With the DOT number and DOT PIN number, you will be able to “log on” and see your driver's names associated with the various inspections, violations, and crashes as well as the scoring for “Hazardous Material” and “Crash” basics. The public will not have access to your driver’s names or the “Hazardous Material” or “Crash” indicator basic scoring.
The US DOT PIN number was originally provided to the motor carrier when authority is granted. For many carriers, this was years and employees ago and the PIN number has been lost.
The following are three ways that a motor carrier can obtain their pin number.
https://safer.fmcsa.dot.gov/AutoPin/index.xhtml (Click on this link to receive a PIN by email)
https://li-public.fmcsa.dot.gov/LIVIEW/PKG_PIN_START.PRC_INTRO (Click on this link to receive a PIN by US Mail)
Or call 1-800-832-5660 #3 then 0 and Request your PIN number in person.
If you are requesting your US DOT PIN number be sent by US mail allow 1 to 2 weeks to receive your PIN.
The benefit of logging on to the FMCSA websites with your PIN is that when reviewing data, especially inside the CSA program, your drivers’ names will be populated with the inspections or accidents they were involved in.
International Roadcheck Set for May 17-19 (Emphasis on Wheel Ends)
This year’s International Roadcheck, with an emphasis on wheel ends, will take place May 17th through May 19th.
Roadcheck is a 72-hour high-visibility, high-volume commercial motor vehicle inspection, and enforcement initiative. Commercial motor vehicle inspectors in Canada, Mexico, and the U.S. will conduct North American Standard Inspections of commercial motor vehicles and drivers at weighing and inspection stations, on roving patrols, and at temporary inspection sites.
CVSA will focus on wheel ends for this year’s roadside inspection. Wheel end components support the heavy loads carried by commercial motor vehicles, maintain stability and control, and are critical for braking. Violations involving wheel-end components historically account for about one-quarter of the vehicle out-of-service violations discovered during Roadcheck, and past Roadcheck data routinely identified wheel-end components as a top 10 vehicle violation.
Make sure your drivers are ready!
*The Idealease Safety Bulletin is provided for Idealease locations and their customers and is not to be construed as a complete or exhaustive source of compliance or safety information. The Idealease Safety Bulletin is advisory in nature and does not warrant, guarantee, or otherwise certify compliance with laws, regulations, requirements, or guidelines of any local, state, or Federal agency and/or governing body, or industry standards.