Driver Files
Operators are required under HTA Regulation 55/06, Hours of Service, to monitor their drivers to ensure that they meet these regulated requirements. Operators are required to document corrective action taken to address incidents of non-compliance.
Driver File Recommended Items
Below are the required and recommend items associated with a Ministry of Transportation facility audit to be kept in an operator’s drivers’ files for each person who is authorized to drive. Some of the items listed are scored as part of a facility audit:
- Completed application form
- Record of three years’ employment history
- Driver’s abstract dated within 30 days of hiring and every 12 months thereafter
- Record of all convictions and administrative penalties for provincial and federal legislation relating to the operation of a commercial motor vehicle
- Record of all collisions involving any motor vehicle
- Record of all training completed, including dangerous-goods training certificate, hours of service and so on
- Copy of current medical certificate (indirect information may be acceptable, such as a copy of the driver’s abstract or operator licence)
The operator uses this information, as well as training and testing, to decide whether or not the driver is fit to drive. All drivers, full time or part time, and any employees who may drive, should be included. Drivers hired from a pool must also be included. The operator should ensure that similar records are kept by the agency providing the drivers.
Additional Recommended Items
- Set up an annual review for all drivers. Provide recognition for good performance, as well as opportunities for improvement.
- Set up a recall system for notification of when records and training need to be updated.
- Obtain and review driver abstracts every three months.
- Obtain and review the carrier profile every one to six months.
