Deeper Dive into Vehicle Maintenance Files Part One
Simplifying Your Vehicle Maintenance File
Last week, we shared a wealth of information about what should be included in a vehicle maintenance file.
Step 1: Create Unit Folders
Make things easier for potential audits by setting up folders, digitally or physically, for each unit you have. Yes, this includes trailers whose GCWR contributes to being a Commercial Motor Vehicle.
Step 2: Vehicle List
Keep it simple. Create a spreadsheet with labeled columns for each piece of information needed:
- When the vehicle was purchased
- Year, make, and model of the vehicle
- Tire size
- Ownership status (Owned or Leased)
- Unit number
- License plate
- State of registration
- Type of vehicle (Trailer, Truck, Tractor)
- ELD vehicle details (if applicable)
You can get most of this information from the registration/cab card. The few extra details like GVWR, tire size, and ELD info can be easily obtained from your driver.
Step 3: Maintenance Records and Logs
Here’s a quick reminder of what you need:
- Date of service or repair
- Details of service or repair
- Name of the person who performed it
- Mileage (if applicable)
- Next service due date
- Indicate if it’s a routine service item
- Keep records for a minimum of 1 year
- Recommended to keep all records for resale value
Simplify with KISS
Keep It Stupid Simple. Create a log for each truck, replacing it quarterly. Both driver and mechanic can fill it out whenever a service or repair is done. For instance, if a driver changes a light, they can easily complete the log stored in their truck’s binder along with other essential paperwork.
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Next week, we’ll delve even deeper into making vehicle maintenance files as simple as possible!
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