Stuart suggests: Review all vehicle condition reports (VCR) daily, checking for defects. The VCR should accompany the repair order, or if the shop is paperless, should flow to the supervisor after being signed by the front line supervisor. They are required to have a RO cross reference number, for example, “VCR 1234 noted on repair order 234567.”
Documents are then sent to the maintenance department manager to be reviewed. This needs to occur daily. If there are no noted defects, the VCRs should be filed in a current, well-organized 30-60-90 file, not in a cardboard box or loosely in a drawer. Easily retrievable documents are a must in case you are audited by the DOT. The oldest file should be purged in 120 days by removing and properly discarding the 90-day file turning into the 120 day file. You only need 90 full days on file. Refer to the DOT book for specific guidelines.
For defect VCRs, it’s your choice whether you use a file jacket for each vehicle or the same type of 30-60-90-working files mentioned above. I personally prefer vehicle jackets for all defects noted, accompanied with the paper repair order. If you have a paperless program, then file the VCRs in the file jacket. If you are tech-savvy, scan them and place them in the individual truck file, which is ideal. I personally have not seen this yet, but it is happening.
Keep files neat, organized and in a system. Remember to quickly respond and repair the vehicles. Fix the vehicle and never compromise safety. CSA 2010 is a good thing – do not fear it, embrace it.