The Critical Role of MVRs and Roadside Inspection Reports in CSA Compliance

In the world of trucking and transportation, maintaining compliance with FMCSA Compliance, Safety, Accountability (CSA) program is a top priority for motor carriers.

However, many carriers overlook a significant gap in their safety data: traffic citations that are not recorded in a roadside inspection report, also known as a Driver Vehicle Examination Report (DVER).

Because of this, carriers risk missing critical safety violations that could lead to increased liability, insurance premiums, and regulatory scrutiny.

Let’s look at why and how to prevent this from happening.

The Overlooked Impact of Traffic Citations

Each year, millions of traffic citations are issued to commercial drivers.

These violations—ranging from speeding and reckless driving to equipment failures—have a direct impact on safety but are often missing from the CSA program’s scoring system.

Why? Because traffic citations do not list the motor carrier’s name or DOT number. Instead, they are linked only to the driver’s personal record.

Despite this, violations such as speeding, unsafe lane changes, or following too closely—if cited during a roadside inspection—are included in CSA scoring under one of its seven “Compliance Groups” (recently changed from BASICs), which include:

• Unsafe Driving
• Crash Indicator
• Hours of Service (HOS) Compliance
• Vehicle Maintenance
• Vehicle Maintenance: Driver Observed
• HM Compliance, and
• Driver Fitness

>> No More BASICs? What FMCSAs revamped CSA scores will look like in 2025<<

Why MVRs Matter

Since traffic citations are recorded in state Motor Vehicle Records (MVRs), they are a crucial tool for carriers to assess a driver’s safety performance.

Regular MVR monitoring allows carriers to identify high-risk behaviors that CSA may not capture due to the absence of a corresponding roadside inspection report.

Without proactive tracking of MVRs, carriers risk missing critical safety violations that could lead to increased liability, insurance premiums, and regulatory scrutiny.

And now that you have this data available to you, carriers can implement corrective action plans and driver training to show progress on addressing any driver issues.

Should Traffic Citations Be Captured in CSA?

The short answer is: Absolutely.

The current system leaves a gap in safety monitoring, as a driver’s pattern of unsafe behavior may not always be reflected in CSA scores unless an inspection is conducted.

If all traffic citations were incorporated into CSA similarly to how inspection violations are tracked, carriers would gain a more complete view of driver risk.

One potential solution is to integrate state-reported MVR violations into CSA data, ensuring that all safety-related infractions contribute to a carrier’s safety profile. This would provide a fairer and more comprehensive approach to assessing risk and encouraging safer driving practices across the industry.

But when you have this data, what should you do with it?

What Carriers Can Do Now

Until such integration becomes a reality, motor carriers must take a proactive stance by:

• Conducting regular MVR checks to identify at-risk drivers.
• Implementing training and corrective action plans for drivers with repeated violations.
• Encouraging self-reporting of traffic citations to ensure compliance with safety policies.
• Using third-party monitoring services to track driver records in real time.

A well-organized Driver Qualification File (DQF) not only helps in adhering to legal requirements but also enhances your company’s safety and operational efficiency.

When it comes to DQF and MVRs, here’s is how CNS helps:

Here is what you need to consider with Ongoing DQF Updates.

Our Driver Qualification Management service regularly updates DQF as it is essential to ensure that all driver information remains current and compliant with regulations. The following outlines the necessary ongoing updates:

1. Annual Inquiry to State Agencies for Driving Records
   • Action: Contact state agencies each year to obtain an updated copy of each driver’s Motor Vehicle Record (MVR).
   • Purpose: This ensures that you have the most recent information on each driver’s driving history.
   • Retention: Documents are retained for three years from the date of execution.
2. Annual Review of Driving Records
   • Action: Collect and review the current MVR from the state that issued the driver’s license at least once every 12 months.
   • Purpose: To verify that drivers still meet the minimum safe driving requirements and are not disqualified under 49 CFR 391.15.
   • Documentation: Include a note with the reviewer’s name and the review date in the file.
   • Retention: Documents are retained for three years from the date of execution.
3. Medical Examination Report and Certificate
   • Action: Ensure all commercial drivers pass a physical exam by a licensed medical examiner every 24 months.
   • Purpose: To confirm drivers are medically fit to operate CMVs.
   • Documentation: Retain a copy of the medical examiner’s certificate and the CDLIS motor vehicle record for CDL drivers.
   • Retention: Documents are retained for three years from the date of execution.
4. Verification of Medical Examiner’s Certification
   • Action: Verify that the medical examiner is listed on the National Registry of Certified Medical Examiners.
   • Purpose: Ensures the medical examiner is qualified and certified.
   • Documentation: Include a note in the driver’s qualification file.
   • Retention: Documents are retained for three years from the date of execution.

And this is just the tip of the iceberg when it comes to our DQF management service.

For more detailed guidance or assistance with your Driver Qualification Files, don’t hesitate to reach out to us at 1.888.260.9448 or visit DQF.CNSprotects.com.

Corrective Action Training and Remediation

But wait, there’s more.

CNS is rolling out a corrective action plan that you can implement at your fleet.

When an accident occurs, companies need a structured process for driver remediation.

CNS provides a comprehensive corrective action program that ensures drivers receive proper training and documentation within 24-48 hours of an incident.

Tier 1: Basic Corrective Action Training

1. Assigned Course via CNS Learning Hub – Within 24-48 hours, drivers complete an online safety course, earning a documented certificate.
2. Phone Call Follow-Up – A safety specialist reviews the incident and provides targeted coaching.
3. Dashcam Road Analysis – Fleet managers gain access to dashcam footage to evaluate the incident.
4. Sign-Off Documentation – Completion of the training and review process is formally recorded.

Tier 2: Advanced Corrective Action Training

Includes all Tier 1 services plus:

• Road Test with a Trainer – Drivers undergo a practical assessment with a certified 1-on-1 driver trainer.
• Detailed Incident Review – A more in-depth analysis of the accident, including additional coaching and recommendations for future safety improvements.

Let CNS do this for you in a custom PSM program

Proactive Safety Management or PSM means you and your company are working hard to be safe and compliant and stay ahead of the FMCSA.

Our PSM Custom Program will allow you to choose multiple services that you would benefit from without paying for each service a la carte.

What service do you need?

• Electronic Logging Device Management
• Dashcam Data Management
• Corrective Action Training and Remediation
• Driver Qualification File (DQF) Management
• Driver Training (4 per year)
• New Driver On-boarding
• CSA Score Management
• IFTA Taxes
• DOT Drug and Alcohol Consortium
• Full Licensing and Credential Services
• Vehicle Maintenance Program
• Initial Risk Analysis
• DOT Audit Support
• Policies and Handbooks

If you need help or have any questions, contact us at 888.260.9448 or info@cnsprotects.com and we would be glad to help.