Driver & Employee Recordkeeping | J. J. Keller Encompass

FMCSA Driver and Employee Recordkeeping

The Encompass® Platform 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.

Encompass provides:

Regulation-based credential checklists for CDL and non-CDL drivers, as well as CMVs and non-CMVs
Alerts for scheduled and pending renewal dates
Efficient tracking of DOT-required and company-specific documents, plus easy import and quick search/filter functionality
Automated workflows that eliminate redundant tasks and provide consistency across locations
Flexibility through pre-employment screening data from third-party providers
A customizable DOT driver online application you can use on your website, popular job boards, and other hiring sites

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.

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"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.

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

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Electronic Recordkeeping

FMCSA Driver and Employee Recordkeeping

Encompass provides:

Darrell Theurer

Denise Hall

Crystal Evans

FAQs

Build Your Compliance Knowledge

Thank You!

Error

I'd like to learn more!

Electronic Recordkeeping

FMCSA Driver and Employee Recordkeeping

Encompass provides:

Darrell Theurer

Denise Hall

Crystal Evans

FAQs

Why should I store my DOT records digitally?

If I am audited by FMCSA, can I send my files to them electronically?

What is the best way to store my files electronically?

Can I be fined for not having the right records for my drivers and vehicles?

Build Your Compliance Knowledge

Thank You!

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I'd like to learn more!