FMCSA Is Consolidating Your Registration Records Into One System — Here''s What the New Privacy Act Notice Means

Most fleet compliance work happens far away from Privacy Act notices, but every now and then one lands that is worth reading. On May 11, 2026, FMCSA published a Privacy Act System of Records Notice — a SORN — consolidating the agency's existing registration record systems into a single new system labeled "DOT/FMCSA 015 FMCSA Registration Records. Most fleet compliance work happens far away from Privacy Act notices, but this one is worth a quick look. On May 11, 2026, FMCSA published a Privacy Act System of Records Notice, or SORN, for a new consolidated registration records system called DOT/FMCSA 015 FMCSA Registration Records. The notice supports FMCSA’s move toward a unified registration system by describing how registration-related records are collected, stored, retrieved, shared, and retained. It does not change day-to-day safety requirements for carriers, but it does help explain how FMCSA is organizing registration data as Motus rolls out.

The notice was published as Federal Register document 2026-09310 on May 11, 2026, under docket OST-2024-0071. Comments are due June 10, 2026. The new system is effective immediately upon publication, while the routine uses are effective June 10, 2026.

What the FMCSA SORN actually says

The SORN establishes a consolidated system of records for FMCSA registration information. The notice covers registration records for regulated entities such as motor carriers, brokers, freight forwarders, intermodal equipment providers, hazardous materials safety permit applicants and holders, and certain cargo tank facilities. It also covers individuals associated with those entities, including owners, operators, company officials, safety managers, authorized account holders, insurers, financial institutions, blanket process agent companies, and third-party service providers who submit registration-related information.

The SORN is the legal mechanism required by the Privacy Act of 1974 (5 U.S.C. § 552a). The Act requires every federal agency to publish a notice describing each system it maintains containing personal information that can be retrieved by name or another personal identifier. The SORN spells out: the system's purpose, the categories of records, the categories of individuals covered, the routine uses (the third parties the agency shares the records with under the Act's exceptions), the retention period, and the procedures by which an individual can access and correct their own records. FMCSA's existing registration records were covered under several legacy SORNs. The new SOR consolidates them under one notice tied to the MOTUS rollout architecture.

The notice gives stakeholders until June 10, 2026 to submit comments. DOT may publish an amended SORN after reviewing comments. For carriers, the most useful parts to review are the categories of individuals covered, the categories of records collected, the routine uses, and the retention language.

Why a System of Records Notice matters operationally

SORN compliance is procedural law, not operational rulemaking — most safety managers will never read one. A SORN is procedural, but it still matters because it explains how FMCSA handles registration-related information. This notice does not change a carrier’s underlying safety obligations, but it does describe the records FMCSA keeps, who may be covered, what systems may receive registration data, and how individuals can access or correct records about themselves. MOTUS is the new unified registration system FMCSA announced in document FR-2026-08334 (April 29, 2026), with a docket-number correction at FR-2026-08819. MOTUS is rolling out in phases, with Phase II in Q2 2026.

The SORN identifies several places where registration data may be used or shared, including:

• FMCSA safety and enforcement systems , such as CSMS, EMIS, CAPRI, SENTRI, SafeSpect, NEWS, and FMCSA CRM.
• State and enforcement partners , including MCSAP and Border Enforcement Grant partners. PRISM and state vehicle registration offices, where registration data supports motor carrier safety programs.
• A&I Online, which provides access to carrier safety information and aggregated non-PII data.
• Records access and correction procedures , which explain how individuals can access or contest records about themselves.
• Retention and disposal rules , which state that records will be retained permanently until NARA approves a records schedule.

The reason this matters operationally is that downstream data products — PSP reports, broker data feeds, insurance underwriting pulls, state licensing decisions — all depend on the SOR being correctly scoped. A SORN that is too narrow could break a downstream data flow. A SORN that is too broad could create disclosure exposure the agency did not intend. Comments on the SOR are the structured moment for affected parties to make sure the routine-use exceptions match operational reality.

Who this affects

This affects entities and individuals connected to FMCSA registration records, including motor carriers, brokers, freight forwarders, intermodal equipment providers, hazardous materials safety permit applicants and holders, cargo tank facilities, company officials, safety managers, authorized account holders, and third-party service providers who submit registration-related information on behalf of registrants.

For small carriers, the practical takeaway is simple: make sure the people managing your FMCSA registration information are authorized, accurate, and prepared for Motus identity and business verification. For larger fleets and service providers, the notice is worth reviewing with compliance, legal, and data teams because registration information may feed other FMCSA systems.

What's changing vs. the legacy registration patchwork

The notice consolidates registration records that previously lived across FMCSA’s legacy registration environment, including URS, L&I, and registration data previously maintained in MCMIS. FMCSA says the updated registration system is intended to support a single, unified registration system for regulated entities.

The SORN does not rewrite carrier safety rules or create a new compliance program by itself. The bigger change is structural: FMCSA is consolidating registration records into a new system that supports its unified registration approach. Motus may also change the user experience by adding identity verification, business verification, account management, data validation, edit checks, and updated registration workflows.

What to do and by when

1. Confirm the comment deadline. Comments on the SORN are due June 10, 2026.
2. Review who manages your FMCSA registration. Make sure your company officials, safety managers, authorized account holders, and any third-party service providers are current and accurate.
3. Prepare for Motus identity and business verification. Motus will require identity verification for new applicants and, based on FMCSA’s notice, for existing registrants when they access the new system for the first time.
4. Check your registration data. Confirm that your legal name, operating name, address, phone number, email, USDOT number, authority information, and related registration details are accurate.
5. Watch for Phase II rollout updates. FMCSA says Phase II is planned for Q2 2026 and will make Motus available to all regulated entities.
6. Coordinate with counsel for privacy-specific concerns. If your business has concerns about routine uses, data sharing, or record retention, counsel can help determine whether a comment should be filed.

How Foley helps

Foley helps motor carriers stay organized across core FMCSA compliance and registration-related workflows, including USDOT registration support, MCS-150 updates, operating authority filings, UCR support, and ongoing compliance monitoring. As FMCSA rolls out Motus and updates its registration systems, Foley can help carriers understand what is changing and keep the right information easier to manage.Reach out through the foley.io FMCSA compliance hub for service details.

Frequently asked questions

Is the data FMCSA collects changing?

The SORN itself does not change the underlying safety rules carriers must follow. It describes the registration records FMCSA maintains and how those records may be used, shared, retrieved, and retained. Motus may change the registration experience and verification process, so carriers should review FMCSA’s Motus rollout information separately.

Does this affect my USDOT number?

No. USDOT numbers are unchanged. The SOR is a back-end consolidation of records architecture, not a change to your registration identifier or your authority.

How is this connected to MOTUS?

Motus is FMCSA’s new online registration system. The SORN is connected because it describes the consolidated registration records system FMCSA will use as it moves away from legacy registration systems. The SORN explains the records side; the Motus notice explains the user-facing registration system and rollout.

Do I have to do anything in my own systems?

Probably not for the SOR itself, but the MOTUS rollout will change registration workflows. The SOR is the moment to review which downstream data feeds your operations depend on — PSP, SAFER, broker data — and to confirm the routine-use exceptions still cover those flows.

When does the new SOR take effect?

For this SORN, FMCSA says the new system is effective immediately upon publication, and the routine uses are effective June 10, 2026. Comments are due June 10, 2026.

How do I file a comment?

Comments are filed with the contact listed in the SORN. Submit comments by the close date listed in the notice. Comments become part of the public docket; do not include confidential business information.

Sources

• FR-2026-09310 — Privacy Act of 1974; System of Records (DOT/FMCSA 015 FMCSA Registration Records) (May 11, 2026)
• FR-2026-08334 — Availability of MOTUS, FMCSA's New Registration System (April 29, 2026)
• FR-2026-08819 — MOTUS docket-number correction (May 6, 2026)
• Privacy Act of 1974 (5 U.S.C. § 552a)
• OMB Circular A-108 — Federal Agency Responsibilities for Review, Reporting, and Publication under the Privacy Act