Updates From Some Recordkeeping Webinars



Here are a few highlights of some Recordkeeping Webinars I attended this week.

The first was a HNI U webinar,Your Critical Guide to OSHA Recordkeeping, on completing the OSHA 300 log and OSHA form 300A, hosted by Mr. Kyle Meinert.

One key thing every employer, especially smaller trucking companies, should know is that even though a company may be exempt from filing these OSHA forms, starting in 2015, employers are still required to report directly to OSHA:

  • All work-related fatalities
  • All work-related inpatient hospitalizations of one or more employees
  • All work-related amputations
  • All work-related losses of an eye

There was a lot of other useful OSHA information covered in this webinar. Employers may access the webinar for free at HNI U by registering. I recommend you to do so.

The second webinar I attended was JJ Keller’s Recordkeeping & Audits: Dotting all the i’s for the DOT,  by Darin Hansen and Heather Ness.

Some “Recordkeeping” Notes:

Recordkeeping is a means of verifying compliance. Amen.

Get the driver’s MVR before they start driving. And after each and every DOT medical exam thereafter.

Be advised: There are new medical forms as of April 20, 2016. Be ready.

If you do the Pre-Employment Screening Program (PSP), a new consent form must be kept on file as of February 1, 2016. Prepare accordingly.

Document why any post-accident drug screens were not done. Keep documentation for Reasonable Suspicion testing, as well as any proofs for required training.

Supporting documentation for Hours of Service must be in a “usable format.”

. . . if the motor carrier receives in the ordinary course of business electronic or printed reports or other communications in which the data is converted to a more readable or usable format, the motor carrier must retain such reports or communications and provide them to investigators upon demand. Federal Register/Vol. 75, No. 111

JJ Keller recommends time cards (exemption sheets) be kept in the vehicle when the driver is driving (even if not required to do so).

Keep copies of any official reports for the DOT accident register.


Keep your fleet distant data— fleet MPG, total distance by each jurisdiction (state/province).

Keep track of all mileage for FTA/IRP, including deadhead (empty) and personal conveyance (personal use by the driver — like going to a restaurant).

Keep fuel receipts, Make sure fuel receipts show proper information. Make sure drivers enter proper information when fueling. Avoid writing on the fuel receipt (its considered “altered”). Keep records for 3 years after close of the year.

Look for gap miles: starting and ending mileage don’t match on your records.

Recordkeeping is your prime defense to show compliance in case of litigation.

This Webinar was one of JJ Keller’s best.

These are a few highlights of my jottings from this week. Both Webinars were fast paced and chock full of information.

Thank you for reading this.

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