Use the following guidelines to properly organize and store accident files for your records.

An accident register is required to keep track of all DOT recordable accidents. Maintain this register for 3 years, in addition to the current year. 

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Why store accident files

Fleet managers must keep accurate accident files.

Benefits include:

  • Accurate record-keeping for legal and insurance purposes
  • More efficient claims processing
  • You’ll be more likely to identify recurring issues to improve safety
  • Accurate files are helpful when managing costs related to accidents
  • You’ll be able to hold drivers accountable for their behavior

Maintain an accident register

Individual accident files

Maintain a file related to each DOT recordable accident. The file should contain the accident report from law enforcement, driver and witness statements, damage reports, photos and other pertinent information.

Conduct drug and alcohol testing

Drug and alcohol testing is essential after an accident 

As a carrier, you have 2 hours to obtain a post-accident drug and alcohol test. If the test cannot be obtained in 2 hours, you have an additional 6 hours to obtain the test but need to document the reasons why the test was delayed. At 8 hours, you should stop attempting to secure a test. Drug and alcohol tests may be required after crashes according to this FMCSA chart.

Additional tools and resources
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Essential guide to rules and regulations for commercial and farm vehicles

Each section outlines the steps you need to take in order to be compliant with regulations in a topic area, and includes downloadable tools and resources to facilitate the process.

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