Audit readiness
Run the facility audit on yourself: how many files an auditor would pull, which ones, and what they would find.
A facility audit is where the National Safety Code is actually enforced. An auditor works out how many records to pull from the size of your fleet, picks them at random, and scores what is in them. Fleet → Audit Readiness does the same thing against your own files.
How many they pull
It is set by a table in the standard and it is not a percentage. A fleet of five has every record pulled. Ten to twelve has eight pulled, forty-one to fifty has fifteen, and it flattens at twenty-five however large you get — so a small carrier is proportionally far more exposed than a large one. Your numbers are shown for drivers and for vehicles separately.
The same figures also recommend a number of roadside CVSA inspections in the previous twelve months. That is a count of inspections that already happened, not a record you file.
The draw, and everything
The draw is what an auditor would have seen. It stays the same every time you open the screen until you choose Draw a new sample, so the files you go away and fix are still in front of you when you come back, and it sits in the web address so you can send it to whoever is doing the fixing.
Switch to Everything for the same reading across all your files, worst first. Both views matter: the draw is what gets scored, and everything is what there is to fix.
The draw is random. Repairing the twelve files it landed on and leaving the rest changes nothing about the next draw — it only changes what you know about it.
What a driver file has to hold
Name, date of birth and licence number. The licence class and its status — active, probationary, conditional or suspended — which an auditor checks against the licensing database. An abstract issued within the last twelve months. Any other qualification the job needs. Every traffic and criminal driving conviction, and every reportable accident, for the past two years. Hours of service records, and training records.
This one is easy to miss and cannot be fixed afterwards. The carrier must obtain and review the driving record BEFORE hiring the driver. An abstract pulled three weeks ago looks perfectly current and still fails if the driver was already working when you pulled it. That is why the file asks for a hire date.
Convictions and accidents
These live on the driver file, under “The last two years”. Add a conviction with the date it was convicted — which is what the two-year window runs from, not the offence date — what it was for, whether it was traffic or criminal, and whether it happened in a commercial vehicle. An accident records what happened, the unit, whether it was reportable under your jurisdiction’s threshold, injuries or fatalities, and whether you judged it preventable.
Most drivers most years have nothing to add, and an empty list on its own cannot show whether you checked and found nothing or never checked at all — those are opposite findings at an audit. “I checked, nothing to add” records a clean check, so the tidy files can prove they were opened.
Records older than two years stay on the file, greyed out. They age out of what an audit counts, not out of what you know about your driver. Removing one takes it off the file without destroying it, because an audit asks what you knew and when.
Preventability can be left undecided until somebody decides. That is deliberately different from deciding it was not preventable.
A driver can see their own convictions and accidents but cannot add, change or remove them. Only an owner, admin or manager can — a record its subject can edit is not a record of anything.
Periodic inspections
A unit that cannot produce a valid periodic inspection — CVIP, annual, whatever your province calls it — within the last twelve months is a violation, and it is now reported against the unit. Record either the sticker expiry or the date the inspection was done, on the unit itself. Where you have both, the expiry is used, because a province issuing a six month sticker would be misread by assuming twelve months from the inspection date.
An inspection merely falling due soon is not reported here. That is what What’s Expiring is for; an audit asks only whether the inspection is valid on the day.
What gets scored
Six categories: driver licence qualification, hours of work, CVSA inspections, preventative maintenance, pre and post trip inspections, and periodic inspection. The screen lists what counts as a violation in each, in the standard’s own words. Several are about what happens on the road rather than what is in a file, so they are worth reading even when nothing is flagged.
This screen will not give you a rating. A safety rating is a different standard, it combines an audit with the carrier profile your jurisdiction holds about you, and the thresholds differ from province to province. A number invented here would look exactly like the real one and would be wrong.
Related articles
Declare the maintenance schedules you run, and see where every unit stands and whether its file would survive a facility audit.
What the National Safety Code expects in a driver’s file, which items are law and which are good practice, and how to record a ticket against one from a phone.
Turn on Fleet if you run commercial vehicles, and tell it which rules apply to you.
Assess your safety program against the COR audit elements and track your readiness score.
Record the CVSA reports you receive, and see what an audit would make of them.
The trip record an auditor checks your log books against, and a check that runs before the truck goes.