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Positive results resulting from post-accident testing have also risen: from 7.7 in 2017 to 8.4 in 2018. A pre-employment drug test is primarily limited to drugs with the potential for abuse, including some prescription drugs, and alcohol. In addition, sports drug testing may be required for college-level, professional and Olympic athletes.
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Safety Measurement System - Transportation
Pursuant to the FAST Act of 2015, certain information previously available on the Federal Motor Carrier Safety Administrations FMCSA Safety Measurement System SMS Website related to property carriers compliance and safety performance is no longer available for public display.
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Drug Testing FAQs - Drugs
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FMCSA SMS Website - US Department of Transportation
What is DOT Safety Measurement System?
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How long do I have to keep these?: FMCSA record retention
The best tip for business-related record retention is: Err on the side of caution. And: When in doubt, dont throw it out. FMCSA listsminimumregulations. Theres nothing stopping you from keeping records much longer. And theres no downside to keeping things around for a long time, except maybe if youre running out of physical space or digital storage space. But its not hard to find a place to put an extra filing cabinet or two. And its pretty cheap these days to get hard drives and cloud-based online storage for digital data and scanned images. Okay, lets look at a rundown of what documents and records you need to keep around and for how long:
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The FMCSA was created mainly to improve public safety, so it makes sense that their biggest focus is driver hours, also calledhours of service. You want to make extra sure that you keep a lot of records about driver hours of service and that you keep them around for a while. Truck drivers must: 1. Complete a record of duty status a log, in other words, either physical or electronic 2. Stay under the6070-hour drivingworking limits 3. When on the road, carry a copy of the previous 7 days worth of logs 4. If theres a motor carrier employing them, send log originals to the carrier within 13 days 5. Send allsupporting documentsthat show hours of service evidence receipts, statements, bills of lading, accident reports, phone bill statements, traffic citations, etc. to the carrier Carriers must: 1. Show due diligence in enforcing the 6070 hour driving rules and the 10-hours-off-duty-prior-to-first-dispatch rule 2. Keep drivers logs and supporting documents for 6 months after t
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Truck maintenance is also obviously important from a safety perspective. When a vehicle is under a companys control for 30 or more days, the company must have certain information about it on file, including: 1. Identifying aspects of the vehicle, including company number if it has one, the make, the serial number, year, and tire size 2. If someone else owns it, the person or company who owns it 3. Record of inspections, repairs, and maintenance 4. A means of showing how future inspections and maintenance will be scheduled Maintenance records for a companys vehicles must be kept for at least 12 months. If a company leases or sells a vehicle, those records must be kept for whichever occurs first: a the remaining time left of the 12 months, or b 6 months from when the vehicle leaves the companys control.
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For training and driver qualification: 1. Monitor and track all records related to training 2. Evidence of training must be kept for the duration of employment, plus 1 year 3. Most driver qualification records must be kept for the length of employment, plus 3 years
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1904.39 - Reporting fatalities, hospitalizations, amputations
If there is an accident: 1. Retain proof of insurance covering the period when the accident happened 2. If you have paperwork connected to an accident or lawsuit i.e., driver training, truck maintenance reports, or drugalcohol tests talk to legal counsel before getting rid of those
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Electronic Code of Federal Regulations e-CFR
There are varied amounts of retention length for various drug and alcohol test records. The most important ones are: 1. Negative or cancelled tests only have to be kept 1 year 2. Positive tests must be kept 5 years 3. Names selected for testing and who was actually tested: kept for 2 years
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If there is an audit or investigation, you are expected to produced records quickly: within 48 business hours. This means you want to stay organized. You want to file your records well and know where they are at all times. You dont want to put your records in deep storage where they are hard to get to. Scanned documents are acceptable, as are microfiche and photocopies. They must be high-resolution enough and legible enough to authenticate signatures if that is required. For the most part, you can destroy original documents once you scan them, but double-check with FMCSA to be completely clear before you do that. If youre using electronic records and youre in doubt about whether youre meeting the requirements,contact FMCSA.
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Remember: this article was just an overview of some of the most important aspects of FMCSA for owner-operators and small fleet owners and managers. See thecomplete list of FMCSA regulationsfor more in-depth information, or contact them with questions. If you have any comments or questions about this article, or want to learn more about how our software, Rigbooks, can help you with running your owner-operator business,send us a message on our Contact Page.
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My name is Jason Forrest, and Im the creator ofRigbooks. Rigbooks is a cloud-based software that makes it easier for small and medium-sized trucking companies run their business while keeping organized. Weve been around since 2010. A little about me: I grew up in a trucking family and from an early age I learned about the day-to-day problems that truck owneroperators have to deal with. I was into computers and programming as a kid so over the years I helped write small computer programs that helped my parents run their company better. Eventually that led to the idea of putting all those tools together in one package. And Rigbooks was born. You can sign up for a free 30-day trial of Rigbooks here.
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