The Encompass® System automates daily FMCSA-required tasks and provides complete visibility to driver and employee records. You have access to powerful in-depth reporting to trends and risk across all operational areas and locations. With 24/7 online access to your records and data, you can manage all facets of your DOT compliance from anywhere.
Electronic Recordkeeping
Compliance for Improved Safety & Operations
FMCSA Driver and Employee Recordkeeping
Encompass provides:
Encompass ensures every person driving a CMV is fully qualified in accordance with DOT driver qualification regulations. It helps you manage every facet of regulatory compliance including your hiring process, employee and driver training, and vehicle compliance.
"Before Encompass, our files were in pretty rough shape. There was no rhyme or reason as to how they were organized. I like having specific places in Encompass to look for each type of record, rather than having to look through an entire physical folder. In Encompass, I know exactly where to go to find something. Everything is quick and easy to find. Plus, we're able to access files in the office and on the road."
Darrell Theurer
Assistant Transportation Manager
"We've customized our Encompass checklists and it helps everybody to see where they are at with company-specific requirements."
Denise Hall
Corporate Transportation Assistant
"When I started using Encompass, I was brand new to managing DOT regulations on my own. There's no way that I felt like I could use any other system, because I rely on the support J. J. Keller offers. Even if I make a mistake, the Encompass system still captures all the data we need. I previously worked at a company that had to hire another company to do what I'm doing on my own with Encompass."
Crystal Evans
Business Manager
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FAQs
Documentation plays a key role in proving that you comply with highway safety regulations and your duty to protect the public. In today’s world of off-site DOT audits and nuclear verdicts, you can’t afford not to maintain your records to the highest standards. Your hopes of success in court or during a DOT, OSHA, DOL, or other government audit are significantly impacted by what you can prove with your records. Investing in an electronic records management system is the answer.
After hitting a low point in 2020, FMCSA audits are on the rebound. Electronic records are vital as many of those audits are now being conducted off-site. You may be expected to upload your driver, vehicle, and other compliance files to the auditor electronically via your carrier portal, so you must be ready.
Storing and managing your compliance files electronically using a fleet management system - instead of relying on paper - will pay dividends. Motor carriers that switch to electronic records see numerous benefits:
1. Time Savings. Electronic documents are always in their proper place and are stored uniformly for each employee or vehicle.
2. Easier document sharing. Electronic storage simplifies the sharing of documents.
3. Automated auditing. Good fleet management systems audit your files automatically to ensure they’re complete, compliant, and kept up to date.
4. Better visibility for decision-making and workflow. Key players have instant access to needed documentation, whether it’s complete or in-process.
5. Improved data security and cloud storage.
Regulated documents are secured and access controlled with no lost or damaged records.
In 2022, on-site audits increased, meaning more violations were found, and higher penalties were paid. Last year saw a 10-percent rise in investigations that led to some type of enforcement. When fines are levied, they are higher than ever. The maximum fines the FMCSA is allowed to levy are tied to inflation and have increased by 14 percent over the past two years. In 2022:
- $25,700,000 in fines were collected (up 40%)
- $7,100 was paid per settlement, on average (up 7%)
- 27% resulted in fines or other penalties
Build Your Compliance Knowledge
Expand your safety library with free J. J. Keller resources. Over 200 years of collective experience and education — that's the J. J. Keller difference.
DOT Audit Digital Workbook
This eBook will help you determine your fleet's regulatory risk using the FMCSA's Safety Management Cycle.
The Big 5: Your Road Map for a Strong FMCSA Compliance Program
The FMCSA rules are complex and time-consuming. This eBook offers best practices and solutions related to the top 5 compliance areas.
DOT Roadside Inspections: A Guide to the Driver Inspection Process
Prepare your drivers for roadside inspections with this comprehensive eBook created by J. J. Keller regulatory experts.
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