Motor carriers should periodically review their FMCSA safety information for accuracy.
One issue carriers may encounter is an inspection associated with a vehicle they no longer own or operate. For example, a truck may have been sold, but a later inspection involving that vehicle appears associated with the former carrier’s USDOT number.
When something on your safety record does not appear correct, it is important to investigate it and understand the process available to request a review.
What is DataQs?
The Federal Motor Carrier Safety Administration (FMCSA) provides the DataQs system for motor carriers, drivers, and other users to request a review of Federal and State safety data they believe may be incomplete or incorrect.
A carrier can submit a Request for Data Review (RDR) through DataQs and provide information supporting the request.
The appropriate Federal or State agency then reviews the request and determines whether a correction is warranted.
It is important to understand that submitting a DataQs request does not automatically remove an inspection or change a safety record. It initiates the formal review process.
What if the vehicle was already sold?
If an inspection appears for a vehicle that you believe was no longer owned, leased, or operated by your company on the inspection date, first review the inspection carefully.
Confirm the:
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Vehicle and VIN
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Inspection date
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USDOT number associated with the inspection
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Ownership or lease status of the vehicle on that date
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Supporting documentation available to establish when your responsibility for the vehicle ended
If you believe the information is incorrect, you can submit a DataQs request and explain the circumstances.
Supporting documentation is important. Depending on the situation, relevant records could include a bill of sale, lease documents, inspection reports, shipping documents, title or transfer information, or other records that help establish the facts.
FMCSA recommends providing supporting documentation with a DataQs request to assist the reviewing agency.
Keep Your MCS-150 Current Too
A disputed inspection and an outdated MCS-150 are two different issues.
If your fleet has changed, review the information associated with your USDOT number as well.
For example, if you previously operated eight power units but now operate five, your FMCSA registration information should accurately reflect your current operation.
FMCSA requires motor carriers subject to the registration requirements to update their information every two years and provides procedures for updating registration information when changes occur.
FMCSA – Updating Your Registration.
Why Accurate DOT Information Matters at Insurance Renewal
Commercial trucking underwriters may review a motor carrier’s safety and operating information as part of the underwriting process.
If an insurance application shows five trucks but available safety information indicates activity involving additional vehicles, an underwriter may ask questions.
That doesn’t necessarily mean there is a problem.
There may be a legitimate explanation—a truck was sold, a lease ended, or information was incorrectly associated with the carrier.
The important part is being able to identify the discrepancy and document the explanation.
Keeping accurate records can help make the insurance renewal process more efficient and give underwriters a clearer picture of the operation they are evaluating.
A Good Practice for Motor Carriers
Don’t wait until your insurance renewal to review your DOT information.
Periodically:
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Review your inspection history. Make sure the vehicles and activity associated with your company make sense.
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Review your fleet information. Make sure your current number of power units and drivers accurately reflects your operation.
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Keep records when equipment leaves the fleet. Maintain documentation showing when a truck was sold, returned, or removed from your operation.
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Address questionable information. If you believe Federal or State safety data is incorrect, review FMCSA’s DataQs process and provide supporting documentation with your request.
The Bottom Line
Your DOT record is an important representation of your trucking operation.
When trucks are added or removed, maintain good documentation and keep your registration information current. If you find an inspection or other safety information that you believe was incorrectly associated with your company, don’t simply ignore it.
Review the information, gather your documentation, and use FMCSA’s established DataQs process when appropriate.
Accurate records help regulators, insurance underwriters, and other parties better understand your actual operation.
