Complying with the federal vehicle inspection requirements can quickly turn into a massive pile of paperwork. You must complete these Driver Vehicle Inspection Reports, or DVIRs, daily pre-trip and post-trip for commercial motor vehicles (CMV). Additionally, you have to keep DVIRs on file for three months from the inspection date. There are many benefits to streamlining this process by switching to electronic DVIRs (eDVIRs). The consequences of noncompliance are high and range from expensive fines to decommissioning vehicles or loss of licenses or certifications. So, it is best for everyone to make it as easy as possible to complete DVIRs. That means going digital.
The Top 5 Benefits of eDVIRs
1. Saves Time
With drivers completing vehicle inspections at the start and end of every day, even small time savings add up. For example, only 5 minutes saved twice a day, 5 days per week, adds up to over 43 hours in a year! The eDVIR saves time by making it easier to fill out the inspection form. Instead of needing both hands to write with pen and paper, drivers can simply use their mobile devices. Once complete, the Redlist app submits the form and sends copies to the appropriate people. The driver no longer has to take the extra time to send a copy to the CMV owner or carrier for filing. Also, you save time in the office with data entry or trying to decipher handwritten forms smudged with oil, grease, or raindrops.
2. More Functionality
Paper inspection forms are limited to written responses. There are several instances where a photo could tell so much more than a quick written answer. An eDVIR enables your drivers to take photos of vehicle issues to attach to the inspection. This added functionality makes it easier for you to verify and determine whether the issue needs immediate attention. Additionally, if anything should ever go wrong with your vehicle, you have detailed inspection information to support your case. For example, an image showing tire tread status is much more descriptive than an inspection form saying “low tire tread”. If based on the photo you determine there is still enough tread on the tires, then there would be no question. But, an inspector reading “low tire tread” with no additional detail may conclude that you failed to address a safety issue.
3. Easier for Drivers to Manage
Your vehicles are on the move, so a paper-based process is less than ideal. You want your drivers to be focused on what matters most, vehicle and road safety, not on paperwork. They have to remember extra blank forms, store completed inspections for three months, and send completed copies to the carrier. The more complicated the process, the more there is room for error. Paper DVIRs can be damaged, lost, or simply illegible due to weather conditions, hard-to-read handwriting, or trying to fit a lot of information in a small space.
4. Improves Visibility
eDVIRs provide everyone access to real-time vehicle data. Fleet managers or supervisors can be automatically notified when an eDVIR is submitted or when an inspection needs further attention. Digitizing the process allows you to have a better understanding of the health of your vehicles while they’re on the road. Additionally, you can use this visibility of real-time data to reduce downtime by being more proactive about maintenance.
5. Increases DVIR Inspection Compliance
Your fleet manager can maintain a daily roster of which vehicles are on the go and should be submitting eDVIRs at the start and end of the day. If the typical inspection time has passed and an eDVIR wasn’t submitted, you can recognize that and quickly remedy the situation. Whether a driver forgot or their day is starting later than expected for some reason, your team can check in or a reminder notification could be sent to the operator. This proactive approach to catching missed or late inspections goes a long way to increasing inspection compliance.
Streamline the DVIR Process with Redlist
While all of these benefits are great, the most important one is to continue improving driver and vehicle safety. After all, the objective of the DVIR laws is to ensure that commercial motor vehicles comply with road safety for the benefit of everyone on the road. You can reduce the paperwork load while still fulfilling the inspection responsibility with eDVIRs. If you’d like to see how Redlist can support your fleet management and streamline vehicle inspections, schedule a demo with us.