The Encompass® Fleet Management Platform helps you comply with new hire and annual Motor Vehicle Reports (MVRs) by providing alerts and notifications of pending MVRs that must be done. MVRs and other electronic recordkeeping documents are searchable and can be uploaded and stored indefinitely, based on company needs.


Example of a motor vehicle reportThe Encompass® Platform improves MVR compliance by automating the generation of the required forms for submission and certification, either one at a time or batched. Critical regulatory records, like MVRs, are organized and centralized in our online portal, allowing for secure permission-based access.

It stores the data and provides recordkeeping alerts for required compliance items like MVRs, driver qualification, hours of service, drug & alcohol program management, accident information, vehicle information and more.

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Motor Vehicle Reports (MVRs) are used to report driving violations and suspensions within the 50 states and Washington D.C. Fleets are required to “pull” an MVR when hiring a driver and at least once every 12 months afterward Section 391. 25. MVRs should also be pulled for your CDL drivers within 15 days of every medical exam. When conducting your annual review, you also need to maintain a record showing who performed the review and the date it was conducted. Depending on the frequency of a driver’s med card expiring, you could be doing this for some drivers on a frequent basis.

A current motor vehicle record (MVR) must be maintained in a driver’s qualification file (section 391.23). MVR record retention requirements:

  • Initial MVR from time of hire: duration of employment plus 3 years
  • Annual MVR: 3 years from document date
  • CDL driver’s MVR for medical status: 3 years from document date (also serves as annual)