In Module 1, you learned about keeping records in general. Here we go into more detail about what’s inside the driver file. Click on the following report types to expand for further description.
1. Copy of Rob’s driver’s licence a single sheet
“A photocopy of the driver’s up-to-date driver’s licence.”
2. Incident files – in a folder marked Incidents
“Keep records of all incidents while your driver works for you. You must get information about any accidents, tickets, or driving related offenses within 15 days of the event. Keep these reports for the year the incident happened, and for 4 more years.”
3. Their abstracts – in a folder marked Abstracts
“Keep all abstracts for the year in which they were made and 4 more years."
4. Job Description – Their signed statement of responsibilities
“When Rob was hired, he signed a statement of responsibilities. His employer keeps this in his file, and Rob is accountable for working according to the policies of the business.”
5. Training Certificates
“Keep any required certificates for your drivers. Keep their current certificate, and copies of certificates for 2 years after expiry. For example, Rob’s TDG certificate is required, because he is be expected to transport dangerous goods His file has his current certificate, as well as one expired one that will be kept for the correct timeframe.”
6. Accident reports
Reports should be received within 15 days of an accident. Keep the current year’s plus four years of records. Note that you can keep them here in the driver’s file, or file accident reports separately. Wherever you choose to file this information, make sure you keep everything that has anything to do with the accident."
Carrier’s lack of driver files lead to lawsuit, loss of business.
A few years ago, one of the largest freight forwarding or brokering companies in North America was sued. They had hired a trucking company to haul some of their freight, and never followed up to see that company’s safety standing. That carrier hired a driver who consistently drove over the allowed hours, and falsified her records. She then had an accident with multiple fatalities. The freight company was found partly liable in the accident, and sued for 23 million dollars. The carrier is no longer in business, and now that freight companies are aware of their liability—they’re checking the safety standing of the carriers they hire.