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August 12, 2020

Three Tips for Best Practices in DVIR Compliance


eInspection
mySOAR Driver app eInspection for DVIRs.
A lot of focus has been on ELDs and HOS compliance. Yet, drivers and carriers are also responsible for DVIR compliance to make sure the equipment on the road is in safe operating condition. We complied three tips for managing your DVIRs. 

Build Strong Inspection Habits
DVIRs are required once every 24 hours when a tractor, truck or trailer are moved. It gives the driver flexibility to perform inspections throughout their shift and for carriers to set procedures. 

eInspections have made DVIRs much easier to perform compared to paper. Since there is no limit to how many are performed in a day and drivers are no longer managing their paper supply of DVIR forms, it frees up drivers and carriers to adjust their routine. 

With eInspections, our data shows that drivers perform DVIRs more frequently in a day. In many cases, drivers have taken a best practices approach often on their own. Carriers are looking to these habit changes to evolve their policies from the paper age. 

Drivers are typically performing pre-trip and post-trip inspections for trucks and trailers. When they are dropping or picking up trailers throughout the day, they may also inspect the tractor again. Some of the reasons drivers and carriers have shared for increases in eInspections are: 

  1. The eInspection in the mySOAR app is easy-to-use. 
  2. The quick eInspection summary gives the driver visibility throughout the day of their equipment and ability to manage any changes. It also isolates the window when a defect occurred. 
  3. The information from the app is pushed to the mySOAR web platform immediately. It helps dispatch and the driver communicate and organize repairs when needed. 
  4. The eInspection automatically posts a status and comment to the driver’s eLog, which quickly lets an inspector or dispatch know when the eInspection was performed.
  5. Managers and mechanics can perform eInspections on trucks or equipment using the app or via the web platform without requiring ELD or eLog access.

Canada vs the US rules
Both countries require an eInspection of any equipment moved in a 24-hour period. Where the two differ is the inspection items and defects list. 

Transport Canada uses a formal rule with a list of inspection items and minor and major defects with a numbering and lettering system to catalog defects. The document is called the Schedule 1. 

Commercial drivers must have a copy of the Schedule 1 in their possession while in Canada. Typically, most drivers carry a paper copy in their driver handbook in the vehicle. The mySOAR app includes the Schedule 1 in the documents section for easy reference. 

In the US, the FMCSA uses a similar inspection and defect list, but it is not a formal rule and document like the Schedule 1. This gives carriers and drivers a little more flexibility when they document defects, however from a reporting standpoint creates confusion. The mySOAR eInspection for US follows the Schedule 1 numbering and lettering so companies can easily review and filter defects and create reports.

Simplify Recordkeeping
Keep your record keeping simple. Easy to manage, find, and retrieve when needed. It will save a lot of time and frustration should you win the audit lottery. 

The rules require drivers provide the current day plus one of DVIRs on hand for inspectors. The mySOAR app eInspection summary page lists all eInspections performed for current equipment over the last two days, plus the last two days of the driver performed eInspections. This ensures the driver has all DVIRs at the ready. 

Recordkeeping for the carrier requires the last six months of eInspections are on hand if requested in an audit. The mySOAR web platform is set to hold at least seven months of eInspections. Companies can set the system to retain a longer period as a company policy. 

By making the eInspection as separate records rather than a section within the eLog in the mySOAR system, we provide quick access to review DVIRs by driver, unit or defects. Clients often use the data to: 
  1. Ensure eInspections with defects are resolved, 
  2. Manage and schedule needed repairs, 
  3. Review driver DVIR records and coach drivers on their inspection process,
  4. Track frequency of breakdowns for a unit or driver,
  5. Communicate quickly with customers should their trailers have defects, and 
  6. Easily store records for reviews and audits such as: annual ISO audits, formal DOT audits and requests, and internal safety procedures. 

DVIRs are an important part of your driver and fleet compliance. Safe equipment creates a safer environment for your drivers and others on the road. SOAR Solutions makes DVIR management part of a client’s overall compliance strategy in simple and effective ways. 

Contact SOAR today to learn more about our compliance solutions.

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