General educational information; not legal advice or a guarantee of approval. Confirm current requirements for your operation.
Build the evidence by system
Organize driver qualification, controlled-substances and alcohol, hours-of-service, vehicle inspection and maintenance, accident, insurance, and management-control records.
Use an index that shows the required evidence, its owner, current status, and where the reviewer can find it.
Test the process before the audit
A written policy is not enough if supervisors and staff cannot explain how it works. Run a mock request for representative records and note every missing, expired, inconsistent, or unsigned item.
Correct the root process, not only the sample document.
Prepare management to answer clearly
Assign one accountable coordinator, confirm access to current records, and practice concise factual explanations. Never invent a record or backdate a correction.