Idealease Safety Bulletin
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Record Retention
Question of the Week?

How long do I have to keep records and documents that 
are required by the Federal Motor Carrier Safety Regulations?

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.
    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
396.25 (e) Brake inspector certification   During employment and 1year

Do you have a career path for your employees?

Our industry continues to struggle to find enough drivers and technicians to service and drive trucks. When was the last time you heard a young boy or girl say, "When I grow up, I want to be a truck driver or truck technician"? There is not a week that goes by that someone asks me what they can do to recruit new drivers and technicians. My first response to that question is, "What are you doing to keep the good drivers and technicians that you currently have?" In today's employment environment, if you are not actively working to retain your employees someone else is actively recruiting them from you! 

There is no clear answer to driver and technician retention, but there are a number of proven methods that you can implement to reduce turnover. One is to develop a career path for all of your employees to follow. Another common term used for a career path is a driver or technician elevation program. If an employee does not have a clear vision of what they can achieve with your company, they a
re likely to become dormant and will eventually leave the company. Both drivers and technicians will leave a company for a pay rate that is slightly higher than what they are currently receiving. I would recommend that you tie training and pay increases together. We have implemented a career path program in the Idealease of Atlanta facility and have tied pay increases to the amount of training that a technician has completed. The technician has the opportunity to increase their pay by completing training and passing examinations. This has proven to be a benefit to the employer and the employee. The employer benefits by having technicians who are highly skilled and educated to repair and service units. Also, technician turnover has been reduced. The technicians are able to repair and service the units more efficiently with
a lower occurrence of comeback repairs. Technicians are able to increase their pay and enhance their careers with education. Imagine the savings you could have with all employees at the highest level of education and pay!!!
Ten Tips to Prevent Animal Collisions:

1. Be especially alert for animals on the roadway during dusk, dawn and darkness.
2. Wear your safety belt at all times.
3. Reduce your speed at night and do not overdrive your headlights.
4. Make sure that all items inside of your cab are secure and would not be a flying object hazard in the event of an accident.
5. Drive with your high beams on during darkness when no other vehicles are oncoming.
6. Pay specific attention to areas where animal warning signs have been placed along the roadway.
7. If you see an animal in the roadway, lay on the horn with a long steady blast to frighten the animal.
8. Keep in mind that deer generally travel in herds - if you see one, there is a strong possibility others are nearby.
9. If a collision with an animal is unavoidable, stay in your lane and DO NOT swerve. By making an erratic maneuver, you risk rolling the vehicle or losing control and striking another vehicle or fixed object.
10. Do not rely on vehicle-mounted deer whistles as there is no evidence that they work.

September 27th, 2013
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Drug-Free Workplace Week:
October 14-19
The U.S. Department of Labor is encouraging public and private community organizations to participate in the 4th annual Drug-Free Work Week, which will occur Oct. 14 to 19. This public awareness campaign, held each October, emphasizes the importance of drug-free workplace programs to help prevent workplace alcohol and drug use, and encourage workers with alcohol and drug problems to seek help. 
Successful drug-free workplace programs provide a safe and healthy environment for workers, and result in a productive workplace for employers.

Tis' Deer Season!

It is Deer season, and now is the time to remind drivers of the dangers of animals in the roadway. The Insurance Institute for Highway Safety estimates that 1.5 million deer-related accidents occur each year. Deer are struck in three out of four accidents involving animals. Nationally, deer collisions with vehicles annually cause some $1.1 billion in vehicle damage, kill 150 people and injure another 29,000 people.
Cattle, horses, dogs and bears also led to fatalities in collisions. Crashes with deer are most likely to occur in late fall during deer breeding, migration and hunting season. Accidents with deer are likely to occur on rural roads with a speed limit of 55 mph or higher speed limits, in darkness, or at dusk and dawn. In 60% of the accidents involving human fatalities with animal-vehicle collisions, the fatality was caused not by the collision with the deer, but failure to wear a safety belt. 

The animal-vehicle collision is the first event and often not the deadliest. It is what occurs to the vehicle after the initial collision that is often the cause of the fatality; i.e. striking a fixed object or another vehicle(s). There is no feasible way to keep deer and other animals off of the roadway. 

Deer whistles have been sold over the years as a way of avoiding deer collisions. I can personally attest that the whistles work. However, it is still up to the deer what action is taken after hearing the whistle. This may include standing still in the roadway or running directly at you; therefore, drivers need to be vigilant at all times and especially in those areas that are prone to animal crossing. 


October 6-12: National Fire Prevention Week


October 20-26: 

CVSA Operation Safe Driver Week

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.