Department of Transportation (DOT) audits can be stressful and time consuming for trucking companies, especially ones who aren’t well prepared. The best thing a carrier can do is to stay up-to-date on all trucking regulations, complete all paperwork and follow all rules to the T, and work with a DOT paperwork service provider like Office Tenders. And if your trucking company is/will be hauling hazardous materials, you must be ready for an even more extensive audit!
What to Expect with a DOT Audit
DOT audits, or Compliance Reviews, are completed to ensure that safe practices are in place and all Federal Motor Carrier Safety Regulations are being followed properly. Cutting corners or skipping steps can result in serious fines, trucks being placed out-of-service, shutting down of the fleet, or even revocation of operating authority!
The audit will look at several aspects of fleet management, including standard regulations regarding driver qualification files, Hours-of-Service, and vehicle inspections. Well-organized driver log books that have been filled out correctly (and audited by Office Tenders!) and accurate, complete records will simplify the process for everyone, as well as protect you from receiving an unsatisfactory review.
When it comes to trucking companies that haul hazardous materials, further digging is required. This is because the nation’s safety can rely on the proper transport and protection of such materials. The two key factors that are inspected are the fleet’s Hazmat Security Plan and Hazmat training documentation.
Hazardous Materials Training For Safety
Any employee that deals with hazardous materials must have Hazmat training for their own safety and that of others. This would be in addition to any other driver training or employee education program and must be well-documented, with records indicating when the training took place and employees that received the training.
The training should cover four areas:
- General awareness – Communication requirements (such as labeling and shipping papers) and related regulations
- Function-specific training
- Safety training – Personal protection and proper handling/transport
- Security training – security risks and Hazmat Security Plan implementation
Just as records for hiring a new truck driver must be kept, Hazmat training documentation is a FMCSA regulation. And don’t forget that drivers hauling hazardous materials must retake the training every 3 years, although it is up to the trucking company to evaluate the form and success of the training.
Hazmat Security Plan Crucial For DOT Audit
Training is important, but without a Hazmat Security Plan, proper training can’t even take place. And failure to have such a document puts your fleet at risk for an acute violation from the DOT Audit. (Acute violations are worse than Critical Violations, and must be addressed immediately.) A trucking company’s security plan must address personnel security (background and reference checks), unauthorized access (prevention), and travel security.
To give you a better idea, start by identifying details such as transporting procedures, container requirements, specific hazardous materials and average amounts moved. Then evaluate what your fleet’s security risks are and detail out the plan to deal with each. This is the information that Hazmat employees and truck drivers need to fully understand.
Prepare For a DOT Audit
As mentioned above, a DOT paperwork service provider is an excellent resource for trucking companies to both know what to expect from and to be prepared for a DOT audit. This preparation can save you time in the most immediate sense and for the long-run. Instead of spending hours wading through the paperwork and driver log books, let Office Tenders be your partner for success!
