Cross Referencing of Data Can Pay Off in a Big Way

From Idealease Safety Bulletin—May 17, 2019

In a world now where we receive more data than ever before, it is important to not only read the data you receive but in certain situations to Cross Reference with other data you already have on file.  By Cross Referencing the data, you can validate the accuracy of the data in question as well as determine if you indeed have all of the data needed.  For those of you who are responsible for compliance with the FMCSA regulations, Cross Referencing of data should be a common occurrence in your safety program.  Below I have listed some data that Cross Referenced.

  1. Pre-Employment Screening Report (PSP) with a CMV drivers Application. The PSP report provides the name of the past employers of a driver who incurred moving violations, roadside inspections and reportable crashes. These employers should have been placed on the application as previous employers by the driver applicant. www.psp.fmcsa.dot.gov
  2. Hours of Service records Cross Referenced to CSA SMS information for accuracy showing a roadside inspection, crashes, moving violations, etc. logged as “On Duty” time on the log.
  3. Accident Register CFR 390.15 Cross Referenced with the CSA SMS Crash Basic information to make sure all recordable crashes are logged on the register.
  4. Moving violations on the CSA SMS with a driver’s Certification of Violation form CFR 391.27 required to be completed annually.
  5. Annual motor vehicle record CFR 391.25 with the Certification of Violation Form CFR 391.27
  6. Daily Vehicle Inspection Reports DVIR CFR 396.11 with CSA SMS Maintenance Basic violations to see if the driver noted the violation during a pre-post trip inspection on their DVIR.
  7. CSA SMS inspection information (click on relevant inspections to see all inspections) and compare with copies of roadside inspections provided by your drivers to make sure you have copies of all the inspections in the last 12 months as required by CFR 396.9.
  8. Supporting documentation such as fuel receipts, toll tickets, GPS records compared to Hours of Service (logs).