MVR Monitoring

On-demand and ongoing MVR monitoring

MVR Monitoring

The sooner you’re aware of driver citations, suspensions, violations or other negative driving events, the sooner you can take action to correct the behavior. Get on-demand and ongoing monitoring of your drivers’ motor vehicle records (MVRs) with the MVR monitoring feature in the Encompass® Fleet Safety & Compliance Platform.

Optional MVR Monitoring

The MVR monitoring functionality integrates seamlessly with Encompass by providing an alert on your dashboard when a driver's MVR is received. With the optional MVR monitoring feature, negative events you'll be notified of (varying by date) include:

  • Illegal maneuvers

  • Speeding

  • License suspensions

  • Revocations

  • Medical card downgrades

  • And more

On-Demand MVR Ordering

Need an MVR outside of your regular monitoring schedule? Encompass makes it easy to request motor vehicle reports whenever you need them. Simply select the driver, submit the request, and get the report quickly. This flexibility ensures you can verify licensing status or address potential issues immediately, reducing risk and supporting a safer fleet.

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Best-in-Class Safety

By adding MVR monitoring to your full suite of Encompass® safety & compliance tools, you can proactively:

  • Promote safer driving behaviors by identifying and mitigating potential risks promptly, reducing the likelihood of accidents.
  • Reduce accident-related costs and help avoid fines and penalties, potentially lowering insurance premiums.
  • Maintain up-to-date records for audits and inspections, reducing the risk of legal issues and enhancing the company’s reputation.
  • Automate the process of tracking and managing driver records, saving time and resources.
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Risk-Reducing Capabilities

  • Near Real-Time Monitoring: Continuously tracks drivers’ motor vehicle records and provides near real-time alerts for any changes or violations.
  • Automated Alerts and Notifications: Sends alerts for new violations, license expirations and other critical updates to the contact(s) of your choice.
  • Targeted Driver Coaching: Provide targeted driver coaching, and even corrective action training, based on risky behaviors you’ve identified.
  • Improve CSA Scores: Protect your Unsafe Driving BASIC scores by removing unsafe drivers from the road fast.
MVR on laptop screen

Enrollment & Implementation Process

1. Update your driver roster and obtain signed MVR releases from drivers following FCRA guidelines.

2. Upload signed MVR releases into Encompass.

3. Complete certification statements and enroll drivers into the MVR monitoring program.

4. Review MVRs as they’re received.

5. Choose the option to enroll drivers later if necessary and request MVRs on-demand.

6. Configure MVR release checklist items, enable MVR alerts and provide state-specific details.

FAQs

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)

Anyone who drives a commercial motor vehicle (CMV) on a highway in interstate commerce is required to have an MVR, with few limited exceptions. Intrastateonly drivers must follow their state’s driver qualification file requirements, which may be the same or different than the federal requirements. Additionally, companies that prioritize safety and want to proactively address identified issues can benefit from having MVRs for all of their drivers, including those who drive both DOT and non-DOT regulated vehicles, as well as those who use their vehicles for work activities.

For new non-CDL drivers, you must have the MVR within 30 days of hire. For new CDL drivers, you must have the MVR showing their medical status before the driver can operate a CMV. If you’re sending the CDL driver for a new medical exam, you must have the MVR within 15 days following the exam. In order to make sure all of your drivers continue to be properly licensed, you’re required to request an MVR once every 12 months starting at their one-year hiring anniversary. Someone within your organization must document the annual review of the driving record, looking at convictions in both personal vehicles and CMVs. This alerts you to patterns of unsafe driving despite their still being licensed. For CDL drivers, you also need a new MVR within 15 days of every medical recertification to make sure the most recent medical exam has been added on to the record.

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.

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