Digital DOT Inspection Forms vs. Paper Forms

 

Digital DOT Inspection Forms vs. Paper Forms

Truck drivers have never had an easy job. Between long hours on the road away from their families to the physical and mental demands of driving, loading, and unloading their trucks, it's pretty tough. Operating the vehicle is only part of the job, however. They're also responsible for inspecting their vehicles before and after every trip as well as reporting on the results of those inspections. In the past, these tasks were performed manually, which took time and energy drivers rarely had to spare. Digital DOT inspection forms eliminate a majority of the time and energy involved and also ensure accurate reporting and record keeping.

DVIR Requirements

The Federal Motor Carrier Safety Administration (FMCSA) requires that commercial drivers complete an inspection of their vehicles, report what they find, and turn that report into the carrier at the end of every work day. This requirement pertains to both the power unit and the trailer of the truck. It is the responsibility of the carrier to not only remedy any faults that were noted, but to also maintain records of vehicle inspections for a period of at least three months and must make them available to inspectors, law enforcement, and other interested parties when requested.

DOT Inspection Forms the Old Way

Performing daily DOT inspections is a requirement for all commercial vehicle drivers and in the past, that meant carrying along paper versions of the inspection forms. Drivers were required to manually fill in specific information, complete the inspection, report on any faults, make comments and clarify their findings, and then turn the paperwork in to the carrier and mechanic.

Manual DOT inspection forms required the following information to be manually entered by the driver every time:

•   Carrier Name

•   Address

 •  Date

•   Time

•   Tractor/Truck Number

•   Odometer reading

•   Driver's Signature

Vehicle inspection checkpoints were listed in alphabetical order beginning with the air compressor and ending with the windshield wipers for the truck. In addition, a section specifically for the trailer, also in alphabetical order was required to be completed. That means the driver had to move from one part to another in a way that wasn't conducive to a smooth workflow.

Disadvantages of Manual Inspection Forms

•   Repetitive entering of vehicle, carrier and driver information.

•   Alphabetical inspection point checklist order isn't an efficient use of driver's time.

•   Small amount of space to enter comments and clarification.

•   Previous inspection reports aren't immediately accessible to drivers.

•   Physical paperwork is easily lost, altered, or damaged.

•   In short, paper vehicle inspection reports are outdated, difficult to manage, and are prone to errors, loss and other issues.

DOT Forms the New Way

The Federal Motor Carrier Safety Administration now requires carriers to provide their drivers with devices to electronically log their inspections. Known as electronic driver vehicle inspection reports or DVIRs, these devices eliminate many of the issues that drivers used to face when performing inspections and reporting on their findings.

Similarities to Paper DVIRs

All of the information that was previously required for paper DVIRs is still required for the electronic version. This includes the carrier's name, time, date, vehicle information, and driver's signature. Likewise, the inspection process and items that are supposed to be inspected remain the same. Drivers must inspect their vehicles before every trip and whenever a problem or issue is suspected or noticed.

Benefits of Electronic DVIRs

Despite the fact that both paper and electronic DVIRs cover the same inspection process and require the same information to be entered, there are several benefits to the electronic versions. Perhaps the most beneficial aspect is the time savings for drivers, carriers, and the mechanics who keep the trucks maintained and repaired.

Key Improvements:

•   Automated entry of key information such as the vehicle identification, driver information, carrier details, date and time. There's no need for the driver to write them out each time

•   Checkpoint items are listed in a logical way so the driver can walk in one fluid movement around the vehicle to complete the inspection. This saves time and ensures accurate inspections.

•   Parts of the vehicle that need to be inspected can be grouped so that the inspection process moves more quickly and the driver can get back on the road faster.

•   Drivers can use voice to text comments rather than handwriting, which leads to fewer mistakes and misinterpretations of the information provided.

•   Drivers can take photos during their inspection of any problematic areas. These pictures become a permanent part of the report and allow carriers and mechanics to see the problem in real time.

•   Rather than waiting until the end of the day to submit the report, drivers can send it to the mechanic immediately, eliminating any delays in repairs or parts replacement.

•   Drivers can view the previous report and sign off with auto date and time stamping

•   Electronic DVIRs don't require a driver to keep paperwork in their truck where it's easily lost or damaged. It's a simple matter of pulling the report up on the device used when required.

Improved Reporting and Safety

Technology isn't always a benefit, in fact, it can become a burden to companies. This is not the case when it comes to DOT inspections and the required reporting. In the past, carriers had to wait for their drivers to return to home base and turn in their reports to get information about the vehicle. With an electronic DVIR, however, carriers can log in using any device and instantly gain access to the most recent reports as well as previous reports. This saves time and money and also ensures that vehicles remain in good working order so they can continue to operate properly. 

Web-based and mobile DVIR solutions not only assist carriers with DOT and FMSCA compliance, they also provide peace of mind for all interested parties. Drivers can rest assured that they'll get out on the road faster and with less hassle than they could in the past. It also ensures that their records are easily accessible if they're ever asked to show them. In other words, it makes their job easier and that is a welcome change.