Idealease Safety Bulletin
SAFETY BULLETIN
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Registration is Now Open On Line for the 2014 Idealease/NPTC Safety Seminars

Idealease, its affiliates and the National Private Truck Council (NPTC) will again be hosting safety seminars in 2014. The one-day seminars will focus on basic safety and compliance, regulation changes and CSA. The seminars will be available to all Idealease customers, potential customers and NPTC members at no charge. The seminar provides important information applicable for both the novice and experienced transportation professionals. 

To view the schedule and register for an upcoming seminar in 2014 click on the following link:


How long do I have to keep records and documents that are required by the Federal Motor Carrier Safety Regulations?
 
Answer:
It depends on which documents we are talking about. The record retention requirements vary greatly. I have summarized the retention requirements by subject to allow you to easily follow. I have also indicated the section of the regulation where the record retention requirements are located
Regulation
    Document        Retention Period

Driver Qualifications CFR 391.
391.51 (c) Complete driver qualification file   3 years after date of termination
391.51 (d) Driver Applications   3 years after date of termination
391.51 (d) 4 Medical Certificate and long form   3 years from date of execution
391.51 (d) 2 Annual Review   3 years from date of execution
391.51 (d) 3 Certification of  violations   3 years from date of execution
391.51 (d) 5 Physical waiver   3 years from date of execution
391.51 (d) 1 Annual motor vehicle record (MVR)   3 years from date of execution
391.23 (a) 1 Initial MVR at time of hire   3 years after date of termination

Drug and Alcohol testing Records
382.401 (b)(1)(i) Records of Alcohol tests with .02 or greater result   5 years
382.401 (b)(1)(ii) Records of driver verified positive controlled substance test results   5 years
382.401 (b)(1)(iii) Documentation of refusals to take required alcohol and/or drug test   5 years
382.401 (b)(1)(iv) Driver evaluations and referrals   5 years
382.401 (b)(1)(v) Calibration documentation to testing devices   5 years
382.401 (b)(1)(vi) Administrative records of the Alcohol controlled substance testing programs   5 years
382.401 (b)(1)(vii) A copy of each annual calendar year summary required by 382.403 (only those carriers selected) 5 years
382.401(2) Records relating to the alcohol and controlled substances collection process   2 years
383.401(3) Record of negative and cancelled controlled substance results and alcohol tests with a concentration of less than .02   1 year
382.401(4) Records related to the education and training of breath alcohol technicians, screening test technicians, supervisors, and drivers shall be maintained by the employer while the individual performs the functions which require the training and for *2 years after ceasing to perform these functions   Indefininite*

Hours of Service Documentation
395.8 (k) Record of duty status and all supporting documents, and time records   6 months

Accident Records
390.15 (b) Accident Register and Files   3 years after the date of  
  each accident

Inspection and Maintenance
396.3 (c)   Maintenance files as required by 396.3 (b)   1 year plus 6 months after 
  vehicle leaves carriers  control
396.9 (d)(3)(ii) Copy of roadside inspections   12 months
396.11 (c)(2) Driver vehicle inspection report   3 months
396.19 (b) Annual inspector certification   During employment and 1 year 
  thereafter
396.25 (e) Brake inspector certification   During employment and 1year 
  thereafter

Have you prepared your terminal facility for upcoming holidays?

With two upcoming long holiday weekends it is not uncommon for thieves to target truck terminals and truck dealerships over the holidays. Thieves know it is a good opportunity for a successful theft as the possibility exists for no one to be at the facility. Make sure that you take extra precaution to secure the trucks and items of value at your facility. If your units do not have anti-siphon devices or locking caps, instruct the drivers not to fill the units at the end of the day. Make sure that all security alarms and cameras are in working order. Walk the perimeter of the lot to make sure that security fencing is in good condition. Move units and all other material such as pallets, tires, etc far enough away from the fence so they cannot be used to climb on to get over the fence. Review your security lighting to make sure it is operational and adequate. Lighting can be obstructed by vehicles or trees allowing a thief a place to be unseen. Consider blocking the entrance and exits to the lot so units cannot be stolen. Throughout the three day weekend assign management personnel to check the terminal randomly. Notify local law enforcement officials of your hours of operation over the holidays, so they know when to expect activity at your location. 
 
Using a little prevention and common sense can deter a thief from striking your facility and disrupting your business!



December 20th, 2013
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Safety Seminar Schedule: 
 
11-Feb: Salt Lake City, UT
11-Mar: Miami, FL
12-Mar: Fort Myers, FL
13-Mar: Tampa, FL
18-Mar: Chattanooga, TN
19-Mar: Atlanta, GA
20-Mar: Birmingham, AL
25-Mar: El Paso, TX
26-Mar: Memphis, TN
27-Mar: Kansas City, MO
27-Mar: Commerce, CA
1-Apr: Charlottesville, VA
2-Apr: Baltimore, MD
3-Apr: Landover, MD
8-Apr: Cleveland, OH
9-Apr: Dayton, OH
10-Apr: Lexington, KY
16-Apr: Philadelphia, PA
16-Apr: Lodi, CA
17-Apr: San Leandro, CA
17-Apr: Newburgh, NY
22-Apr: Wausau, WI
23-Apr: Dubuque, IA
23-Apr: Weirton, WV
24-Apr: Milwaukee, WI
24-Apr: Butler, PA
29-Apr: Harrisburg, PA
30-Apr: Greensboro, NC
1-May: Erie, PA
1-May: Columbia, SC
6-May: Toronto, Ontario
6-May: Everett, WA
8-May: Denver, CO
8-May: Edmonton, AB
13-May: South Bend, IN
14-May: Chicago, IL
15-May: Springfield, IL

Idealease would like to wish all of you a Safe and Joy filled Holiday Season and a Prosperous New Year! 

 

You will receive your next Idealease Safety Bulletin on January 10, 2014

 


The Idealease Safety Bulletin is provided for Idealease affiliates and their customers and is not to be construed as a complete or exhaustive source of compliance or safety information. The Idealease Safety Bulletin is advisory in nature and does not warrant, guarantee, or otherwise certify compliance with laws, regulations, requirements, or guidelines of any local, state, or Federal agency and/or governing body, or industry standards.