TruckRight Insight

How to Ensure You’re Prepared for a DOT Audit

Picture this: it’s Monday morning. You’ve just sat down at your desk, poured your coffee, and are ready to start a new week. Just then, it happens: you get a call from the DOT informing you that your company is being audited. Your stomach sinks, thinking of all the files you’re going to have to sort through and the stacks of paperwork that will need to be organized. Almost immediately, panic sets in and the scramble to gather everything you need officially begins. But with so much to keep track of, it’s easy – way too easy — to misplace a critical file or an important piece of paper that can mean the difference between a successful audit…and one that isn’t. No matter which type of audit you’re facing – a compliance review, a new entrant audit, a security audit, or a hazardous materials audit – this is when it truly pays to be prepared.

The lack of readiness can lead to substantial fines or even worse, being placed out of service.

So, with that said, let’s now imagine a different situation: you get that very same call from the DOT, but this time around, you’re prepared, knowing that every single compliance-related file is safely and securely stored and easy to access within TruckRight’s system.

Our paperless workflow means that maintaining compliant driver files is almost completely automated. Driver Qualification files routinely notify the assigned person when annual reviews are due, when training is needed, and when any license or card is about to expire.

Brings a sense of relief, doesn’t it?

If you need more convincing, here are our top five reasons you need to embrace all the potential technology has to offer your company, and go digital with TruckRight:

  • You’ll Save Physical Space in Your Office. Adopting a digital filing system, which allows everything to be stored safely and securely within the cloud, means you can rid your office of all those bulky filing cabinets.
  • You’ll Always Know When Important Documents/Licenses/Etc. Need Updating. Avoid unnecessary fines and penalties that come with forgetting a renewal. You and your drivers will automatically be alerted when any document (driving records, medical certificates, etc.) needs updating.
  • Everything is Securely Stored. TruckRight’s proprietary software means that every single DQ file is securely stored within our system. You don’t need to worry about files being accessed by anyone that shouldn’t see them, or you losing a file due to human error. You’re also able to access those files anytime, anywhere, because all the files can be easily accessed on a cellphone.
  • You’ll Save Money. Managing all those driver files manually is expensive. By going digital, you’ll discover cost savings and be able to focus more of your money (and time) on the things that matter, such as developing lasting connections with your drivers.
  • You’ll Always Have Assistance. Our team is here to help. If you have any questions or concerns, you can rest assured knowing we’re always just a phone call away.

Book your demo with TruckRight, and once you’re set up in our system, we promise: you’ll be ready whenever that call from the DOT comes.

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We're here for you:   1.855.932.9323 | sales@truckright.com


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Associations

TruckRight Packages
Recruiting ROI Comparison

Number of Trucks


TruckRight Enterprise $6.50

- TruckRight Pro $3.90

Truck Revenue/Mile
Maintenance/mile
Driver wage/mile
Benefits/burden cost %
Truck fuel usage mpg.
Fuel cost/mile
Profit/mile
Profit Loss from One Parked Truck
Average miles/day
Day cost of truck parked
Profit Loss from All Parked Trucks
Number of trucks parked/day
Total cost of parked trucks/day
Average parked truck savings (in days) from using TruckRight

TRUCKRIGHT ENTERPRISE MONTHLY SAVINGS
$1,087.11

TRUCKRIGHT PRO MONTHLY SAVINGS
$1,087.11

*Based on averages/month

Paper-based Filing
How much do you spend on paper-based filing?

Number of Trucks


Staffing
Benefit/burden cost %
Staffing cost/hour
Minutes/hour
Staffing cost/minute
Retrieving
Number of files reviewed/day
Time to review each file (minutes)
Average work days/month
Staffing cost/minute
Cost to review employee files
Handling
Preparing and filing time/document (minutes)
Number of documents/file
Staffing cost/minute
Staffing cost/month
Misfiled
Time spent finding a file that has been misfiled
Staffing cost/minute
Retrieving misfiled files
Storage
Floor space in sq/ft needed for one filing cabinet
Building occupancy price/square foot
File storage costs
Offsite storage cost
Storage cost
Faxing and Courier
Time to fax and retrieve documents (minutes)
Staffing cost/minute
Daily courier usage
Cost of courier usage
Work days/month
Faxing and courier costs/month

PAPER-BASED FILING IS VERY COSTLY $1,087.11

*Based on averages/month

Screening ROI
How much do you spend on screening drivers per hire?

ROI: $1,087.11
Total Annual Savings*


D.A.D Services
Total number of drivers in your fleet
Turnover %
Number of drivers screened per hire
Cost/month
Company Costings
Staffing hourly rate
Benefit/burden cost %
Total number of drivers in your fleet
Turnover %
Number of drivers screened per hire
Cost/month
Faxing and Courier
Time to fax and retrieve documents (minutes)
Staffing cost/minute
Daily courier usage
Cost of courier usage
Work days/month
Faxing and courier costs/month

TOTAL ANNUAL SAVINGS $1,087.11

*Based on averages/month

Compliance
How much do you spend on non-compliance?

Litigation Calculator


HOW MUCH ARE YOU WILLING TO RISK?

The true cost of an accident can be staggering. Besides direct costs, indirect costs like poor publicity, lost clients and lost productivity can take a toll. The average cost for a truck accident is $148,279, not including litigation. It would take an additional revenue of $7,413,950 to pay the accident costs, assuming an average profit margin of 2%. A study of over one million lines of data on truck violations discovered that over 28,000 trucking companies, representing over 200,000 trucks, operated with safety violations. The Federal Motor Carrier Safety Association’s (FMSCA) settlement for non-compliance was $36,262,097 in 2014 with an average fine of over $7,000 per case.