In this module, you’ll learn what records you need to keep to comply with the National Safety Code (NSC), and the best way to keep these records.
Timeframe: 10 minsIn this section you will:
You may have some digital records and some paper records, or you might have all paper records. However you decide to keep your records, they must be:
Good record keeping is part of your safety and maintenance program. When you keep records, you’re making sure you have good safety practices in place. This helps protect your business.
So what can happen if your records are disorganized? In the next topic, you’ll read three brief stories about what happened when carriers do not keep good records.
Alex didn’t keep the records from when her trucks were serviced. Also, she didn’t have a written plan for when to do routine maintenance on her vehicles. Her business lost more money this year from delays caused by mechanical breakdowns, and her trucks pose a safety risk on the roads. Just last week, an inspector caught one of her trucks with faulty brakes. That could have cost lives if one of Alex’s commercial drivers had to suddenly stop—so the inspector put the vehicle out of service.
Ryan trusted his gut when hiring a driver. He operated in a small town, and knew almost everyone. He didn’t bother checking driver abstracts. A driver he hired was involved in a fatal accident while speeding. Now, Ryan’s company is being sued. If Ryan had reviewed the driver’s abstract, he would have seen that the driver had had many speeding violations over the past year.
Lee didn’t do regular checks of his drivers’ log books. When he did check the logs, he didn’t compare them to things like fuel and meal receipts to make sure the times matched. One of his drivers was pulled over for careless driving. The officer found out the driver was over his maximum driving hours for the day. The driver was placed Out of Service and Lee had to pay another driver to go pick up his truck.
Another driver got a speeding ticket in Saskatchewan even though her daily log said she was in Alberta. She falsified her records to drive for longer hours than she was allowed by law. Lee's drivers’ hours of service records resulted in fines after an audit was completed.
Those three stories show just a few things that can happen when you don’t keep accurate records. But how do records keep you safe?
All transportation related records must be maintained at your principal place of business in Alberta. You must also keep a copy of your safety and maintenance programs available for everyone in the business at all times. All employees in the business, including drivers, dispatchers, managers and others must follow company policies.
Not all records are started in an office. The table below shows three examples of these kinds of records. It shows how they move from the driver who made the record to an office.
Three examples of record maintenance:
|Traffic ticket||Driver gives to the carrier to be stored in driver file with other records of driving convictions.||Carrier keeps for 4 years.|
|Transportation of Dangerous Goods (TDG) Certificate||Carrier keeps copies of all training certificates for each driver.||Carrier keeps for 2 years after expiry.|
|Hours of Service daily logs||Driver gives to the carrier within 20 days.||Carrier keeps for 6 months.|
In the next three modules (Driver Requirements, Hours of Service, and Vehicle Maintenance), you will see other charts that show you how long to keep records.
Remember: The law states the point when these records must be filed and how long they must be kept. In Alberta, you may find this information in the following regulations:
In this module, you learned about the records you must keep to meet NSC requirements. You learned that you must keep records in three topic areas:
You also learned how good record keeping is part of a safety and maintenance program. There are consequences for your business and your safety if you do not keep good records.
In the next section, you’ll learn about your NSC obligations to make sure your drivers are qualified, well-trained and monitored.
You have now finished Module 1: Setting Up Your Business Records. Please comlete the Self-Assessment.