Your driver files must be in a digital format to meet DOT compliance requirements. Are you ready to make the switch to driver file management software?

The U.S. Supreme Court has handed down its unanimous decision in Montgomery v. Caribe Transport II, LLC. But why is this case specifically making headlines?

The Federal Motor Carrier Safety Administration (FMCSA) is rolling out a significant upgrade to the registration process for transportation companies under its regulation. Motus, described as "the start of a safer journey with USDOT," represents a modernization effort designed to simplify, secure, and enhance the user experience for motor carriers, brokers, and other regulated entities.

Most Safety Managers and owners of DOT-regulated businesses understand the importance of keeping up with maintaining their commercial vehicles. What is not always clearly understood, however, is the vehicle maintenance records the Federal Motor Carrier Safety Administration (FMCSA) requires. According to FMCSA regulations, there are specific documents that must be kept for certain retention periods. These regulations apply to any owned or leased vehicle (provided the leased vehicle is being operated for at least 30 days) that meets one or more of the following requirements: Has a Gross Vehicle Weight Rating (GVWR) or Gross Combination Weight Rating (GCWR) of 10,001 pounds or more Carries hazardous materials and requires placarding Can transport eight or more passengers, including the driver DOT Vehicle Maintenance Files (VMFs) The FMCSA requires that individual files be maintained for all CMVs. Many companies do retain maintenance records, but they are often disorganized and kept in one file. In the event of an FMCSA audit, this can make it difficult for the safety auditor to make an accurate assessment of the company’s maintenance methods, and paper files are not accepted during offsite DOT audits. That means headaches — and possibly hefty fines — for the company. Let's consider a hypothetical situation that is a common scenario with many DOT-regulated businesses: The owner of a home services company undergoes an FMCSA compliance review. When the safety auditor requests to see vehicle maintenance records, the owner is confident knowing that they are on top of maintaining their CMVs. They plunk down a large file that they have been keeping for years, containing repair receipts, DMV records, insurance forms, etc. What they're not prepared for is the excruciating four-hour examination of documents by a stringent DOT auditor who has to rummage through a mass of disorganized paperwork. They received several violations for failing to keep records of inspections and vehicle maintenance. The owner is shocked…they have been maintaining these records for years, isn’t it obvious they take care of their vehicles? Documentation & Filing Methods of Vehicle Repairs & Maintenance To ensure you set up acceptable Vehicle Maintenance Files (VMFs), we suggest putting yourself in the DOT auditor’s shoes for just a minute. Would you want to go through a jumbled mess of years of paperwork, trying to sift out important documents? Here are three steps to keep in mind when creating and maintaining your DOT vehicle maintenance files. 1. Create one separate file for each vehicle (including trailers) A DOT auditor wants to be able to select a vehicle file and be able to immediately and clearly identify the vehicle. Therefore, the first stand-alone document should be a Vehicle Identification Record that contains identifying information such as the make, model, year, and VIN. 2. Clearly identify receipts of repairs and regular maintenance It’s important to keep receipts, but the DOT auditor needs to be able to tell what the receipt is for. For example, you purchased new windshield wipers, light bulbs, and batteries. You also threw in some air fresheners, heavy-duty garbage bags, and a pack of gum. You should keep a document or form of the vehicle purchases and staple the receipt to it, highlighting the date and the purchases that pertain to the vehicle. 3. Document roadside inspections Whenever any of your vehicles are selected for a roadside inspection, whether violations are found or not, you need to keep the roadside inspection report in the vehicle’s file. If defects (violations) are found, it's crucial to get them fixed promptly and to staple evidence of the repair to the inspection report. Your VMFs need to reflect that you are on top of all regular maintenance needs and that you repair all defects promptly. An auditor wants to be certain that your vehicle can be safely operated on public roadways. Therefore, not only do you want to be able to document when you last had maintenance performed, but also when you project it will next be needed. DOT Record Retention Periods All vehicle maintenance records must be retained for a minimum of 12 months, with one exception: Annual DOT inspection reports must be retained for 14 months. DOT Periodic/Annual Inspections and Reports Annual or periodic DOT inspection reports are a crucial aspect of maintenance records that are often overlooked. These are the inspections in which you receive a sticker on the CMV indicating that it has passed its annual inspection. Many DOT-regulated business owners believe that having the sticker is sufficient, yet the hard copy of the report is just as important. Get Your Vehicle Maintenance DOT Records Organized & Digitized Even if you aren't expecting an FMCSA audit soon, do not put off getting organized and implementing an effective vehicle maintenance filing system. As your business grows and you add additional trucks to your fleet, the more difficult it will become to keep up with your DOT recordkeeping requirements. Dash, Foley's DOT recordkeeping software solution, makes it easy to transfer all your paper files to an electronic format, so you're always ready for DOT compliance reviews. Get a free demo of Dash now by clicking here or filling out the form below.

DOT compliance is key to passing roadside inspections during the annual enforcement event. With the Commercial Vehicle Safety Alliance (CVSA) annual International Roadcheck starting today, time is running out to check your vehicle maintenance, driver files, and FMCSA hours-of-service compliance. The 72-hour enforcement event occurs through Thursday, May 14, 2026. Keep in mind that Roadcheck inspections are meant to evaluate truck parts and DOT compliance, which you should already check and maintain regularly. Failing an inspection will result in time off the road and money lost for your company. To help you avoid violations, expensive fines, and potential out-of-service (OOS) orders, we'll answer the following questions to make sure you are prepared for this year’s event: What should I expect during the 2026 Roadcheck blitz? What paperwork should my drivers have for Roadcheck inspections? How can I prepare for hours-of-service (HOS) and electronic logging device (ELD) checks? What happens after a Roadcheck inspection? What Should I Expect During the 2026 Roadcheck Blitz? If you’ve been through a Roadcheck inspection before, you probably know what to expect by now. But if this is your first one, it’s even more important to take note of all the elements you should be checking and get to know the different CVSA inspection levels. Most roadside inspections are Level One inspections, which involve a 37-step process of checking all areas of the tractor and trailer, along with important driver paperwork. Most of the truck parts that will be inspected during a Level One inspection include: Under the hood (engine, wiring, hoses) Tires, wheels, rims, and hubs Brakes Suspension Lights Windshield wipers Seatbelts Load securement You can learn more about all the CVSA North American inspection levels here. Drivers should check most of these elements during their pre-trip inspection before they get behind the wheel. Over 3,300 out-of-service brake violations and over 2,800 tire violations were cited during Roadcheck 2025 inspections — don't let your fleet be a part of them this year! As a helpful side note, drivers should also make sure their trucks are neat and clean before the enforcement event begins! A DOT officer is more likely to look closely for potential violations when they see that the truck has been neglected. What Paperwork Should Drivers Have Ready for Roadcheck 2026? To be prepared for Roadcheck 2026, you will need to make sure your drivers have the appropriate DOT compliance documentation. Inspectors will closely analyze driver operating credentials and requirements, such as whether they have a valid CDL and an updated medical certificate. A few of the documents your drivers should have ready are: Driver’s License/CDL Medical Examiners Certificate Record of Duty Status (RODS) Daily Vehicle Inspection Report Periodic Inspection Reports Shipping Papers Vehicle Inspection Certificate Skill Performance Evaluation Certificate Your drivers having these documents in their possession is just as important as ensuring their trucks and trailers are in order. If your drivers don’t have them with them during the inspection, or any of them are expired, they may be placed out of service. A DOT compliance software solution can easily manage these documents for you by automatically tracking expiration dates and incomplete driver files. It will also alert you to missing documents and outdated medical cards. How Can I Prepare for HOS & ELD Checks? During Roadcheck 2025, over 32% of driver violations were due to hours of service (HOS) issues. This is surprising considering the ELD records your HOS information automatically, and the rules are readily available to any CMV driver. Learning about how specific HOS rules apply to you and if you qualify for any HOS exemptions can help you steer clear of these DOT compliance violations yourself. Foley has numerous resources to help you brush up on FMCSA hours-of-service compliance: What You Need to Know About Spring Storms & the Adverse Driving Conditions Exception Hours of Service: Reviewing Changes to the 100-Air-Mile Exemption Compliance Review: FMCSA Hours-of-Service Rules We also advise you to make sure your ELDs are working properly (and not just during Roadcheck). If they're not, you’ll need to report a malfunctioning device and have a copy of the user manual, instruction sheet, and a supply of blank “records of duty” sheets for your drivers to use in each vehicle. What Happens After a Roadcheck Inspection? Once your driver's inspection is completed, they will find out if they/their CMV passed or failed. If they passed, this means the officer did not find any critical violations, and they will receive a CVSA decal to display on their CMV. If they fail, this means critical violations were found, and their vehicle will be placed out of service until you can prove the issues have been resolved. Their freight will be left at the inspection site until you arrange for another driver to pick it up and complete the route. Now is Your Last Chance to Prepare for Roadcheck 2026 More than 56,000 inspections were conducted throughout North America during last year’s International Roadcheck, and the CVSA inspection levels varied. The top vehicle violations cited braking systems, tires, lights, and cargo securement. Hours of service issues, revoked licenses, false logs, and lack of medical cards were the top driver violations cited. Make sure your DOT compliance files are ready to pass the scrutiny of a roadside inspection. Feeling unprepared? Talk to a Foley compliance consultant now to avoid violations during (and after) Roadcheck inspections.

While many assume CVSA roadside inspections will focus only on the commercial vehicles themselves, inspectors will also check driver qualification documents during Roadcheck 2026.

Mark your calendars to renew your annual hazmat registration on time. The Pipeline and Hazardous Materials Safety Administration (PHMSA) requires hazardous material transporters to register and pay a fee each year in return for a certificate of operations. The 2026-2027 registration year covers July 1, 2026 through June 30, 2027. For the 2026-2027 registration year, payment must be received by July 1. Click here to file your annual hazmat registration now. Who Needs to File a Hazmat Registration? The annual hazardous materials registration applies to any interstate or intrastate business that requires a U.S. DOT hazmat placard. Current certificates must be kept in your vehicle at all times. How Much Does a Hazmat Registration Cost? The two-tier fee structure is based on a company’s size, with small trucking companies paying less than their larger counterparts. Whether or not your company qualifies for the lower small business fee depends on if you meet the size standard as set by the U.S. Small Business Administration. Those in the trucking or pipeline industries will typically qualify for the lower fee if they have fewer than 1,500 employees or less than $27.5 million in revenue. If you have questions about whether or not you qualify, you can find out here. What if I Don’t Meet the Hazmat Registration Deadline? Failure to register by the hazmat registration deadline, or failure to produce a current certificate during a roadside inspection, will result in a loss of operating authority in both intrastate and interstate commerce. Failure to produce a current certificate during a roadside stop can also result in a fine of up to $37,500 per day. Because there are multi-year registrations available, you may not need to renew by the July deadline. If you aren’t sure whether your registration is due this year, you can check your registration status here. File Your Hazmat Registration with Foley Now To avoid the steep penalties of failing to file your hazardous materials registration, Foley can help you with a one, two, or three-year hazmat registration now. We can also assist with the creation of a hazmat security plan, which can help you comply with additional hazardous materials transportation requirements. This plan must address topics such as personnel security, unauthorized access, employee training, and en route security. Give Foley a call at 860-689-1966 to get started with your 2026-2027 hazmat registration, or click here for more information.

The FMCSA Drug and Alcohol Clearinghouse is getting a major identity verification overhaul. Here's what's changing, who it affects, and how Foley keeps you ahead of it.

Marijuana has been reclassified from a Schedule I to a Schedule III substance. Now, many DOT-regulated employers are asking the same question: Does this change anything for DOT drug testing?

Thursday, June 18th | 1PM ET Before you can get on the road and start hauling loads, your business must complete several DOT registrations and permit filings. But figuring out which ones apply to you and when to file them can be confusing for new owner operators.

Thursday, June 4, 2026 | 1:00 PM ET

Thursday, June 4, 2026 | 2PM ET The FMCSA’s seven Behavior Analysis and Safety Improvement Categories (BASICs) each come with strict documentation requirements, and missing even one can lead to violations that impact your CSA score.

Making the shift to digital recordkeeping for your driver qualification files is no longer optional.

Staying compliant with FMCSA Clearinghouse regulations is no longer just about checking boxes. Running driver queries, collecting proper consent, and maintaining records are now considered the bare minimum. Join Foley’s expert-led webinar to learn what it takes to stay compliant, avoid costly violations, and use the Clearinghouse to your advantage for audits and risk management.

One of the many requirements you need to fulfill as a trucking company is creating and maintaining DOT driver files.

As a DOT-regulated company, you’re required to run motor vehicle record (MVR) checks on your drivers at least once per year. But that annual check is just a snapshot in time, and it only applies to regulated drivers.

April 9, 2026 | 2:00 PM ET CVSA International Roadcheck is one of the largest inspection events of the year. In 2026, inspectors will focus on electronic logging device tampering, falsification, and manipulation.

The DOT Drug and Alcohol Clearinghouse continues to create confusion for fleets, especially when it comes to registration, queries, and Return-to-Duty requirements. Small mistakes can lead to hiring delays, audit exposure, and drivers being placed out of service.

DOT Drug Testing: What Small Fleets Need to Know DOT drug testing requirements can be complex, especially for small fleets. This quick fact sheet breaks down when testing is required, what’s included, and what employers often miss—so you can avoid costly violations and stay on track.

During this year’s International Roadcheck from May 12-14, inspectors will conduct North American Standard Level One Inspections, which involve a thorough 37-step process examining vehicle components and driver documentation.

Motus Is Here. Are You Ready? The FMCSA’s new registration system, Motus, is live and changing how companies complete their registrations. If you have a USDOT or MC number, it is important to confirm your portal access and company information are ready for these changes.

The FMCSA Medical Examiner’s Certification Integration rule (NRII) changes how your CDL and non-CDL drivers’ DOT physical results are reported to the FMCSA and State Driver’s Licensing Agencies. Drivers will no longer receive paper medical certificates once it is fully implemented.

FMCSA regulations change every year, and even small compliance gaps can lead to costly violations, out-of-service orders, and failed audits.

Why fleets need continuous MVR monitoring It's a fact: annual MVR pulls miss the 364 days in between. Our new guide explains how real-time driver monitoring and alerts help you spot risks early, stay compliant, and protect your safety rating.

Keep drivers on the road—and regulators off your back. DQFs aren’t “paperwork.” They protect your operating authority, insurance standing, and brand. One wrong license or missing file can mean five-figure fines—and bigger liability after a crash.

Get Compliant. Stay on the Road. Pass Your Audit. Starting your trucking company is exciting — but missing even one compliance step can cost you thousands in fines or get your DOT Number shut down before you haul your first load.

Hiring great drivers is tough enough—you shouldn’t have to stress about compliance too. That’s why we created this step‑by‑step guide to help you onboard top drivers while staying fully aligned with FMCSA Regulation Part 391. Inside, you’ll find exactly what to do every time you bring on a new driver so you can keep their Driver Qualification Files (DQFs) complete, compliant, and audit‑ready.

A third-generation family-owned carrier was ready to grow — but needed a compliance foundation that could grow with them.

For a company built on safety and precision, Stanley Tree Service wanted a hiring and compliance process that worked just as efficiently as their crews in the field. With hundreds of drivers to manage, paper files were slowing things down — until they discovered Foley Dash.

With 45 locations, managing compliance for drivers and warehouse employees can be complicated, but after working with Foley, the Lindenmeyr Munroe team is seeing real savings in time, as well as lower risk. Foley's real-time notifications are surfacing the right data for each location, so every important alert can be handled proactively.

As a text messaging software solution provider, Avochato knows the power of instant communication. They needed the same advanced approach with their hiring process. Foley’s background screening software offered a better solution than their former impersonal, outdated provider.

In this customer video, Bob Hickey talks about how partnering with Foley has helped their business reduce their risk exposure when it comes to compliance and insurance.

Being new to the trucking industry can feel stressful. Especially when 90% of trucking companies fail in the first 12 months.

Conductor finds a nimble and progressive background check partner in Foley, plus a seamless applicant tracking system (ATS). With Greenhouse Software as their ATS, Conductor had already structured and streamlined their hiring process. But Conductor’s background check vendor (one of the largest in the US and arranged through their former parent company) couldn’t deliver the type of candidate experience that adhered to their strong company culture.

In this customer video, Diana Cooley talks about the benefits she has seen with Foley's Drug and Alcohol Testing, Clearinghouse, Audit Risk Monitor, and Customer Support.

Foley's User-Friendly Solution Helps PKS Achieve Total Compliance and Save Time PKS Concrete Pumping Services turned to Foley to streamline their onboarding and compliance processes. With Foley's user-friendly software, PKS achieved total compliance and saved their team hours each week. The software automated tasks such as drug and alcohol testing, driver file management, DOT physicals, and MVR monitoring, making the onboarding process 75% more efficient.

What gaps or inefficiencies are slowing down your hiring and onboarding processes? Take this quick quiz and find out.

Take our quick assessment to determine your audit risk – as well as what you can do to prepare.

Our quick quiz will walk you through your requirements to make sure you’re running a safe and compliant program.

How much could you save with an MVR Monitoring Program?

Learn what inspectors will be looking for during the CVSA Roadcheck – and whether your company is prepared.

Make sure your driver files are ready for an offsite audit and beyond with our quick compliance quiz.

Are you running risky background checks? Take our short quiz to find out!