📄 Obligation: NSC trip-inspection audit

Obligation: NSC trip-inspection audit

Frequency: Quarterly

Seat: Compliance

Why: Our National Safety Code (NSC) safety certificate requires that every commercial trip have a pre-trip inspection on file. The certificate is a license to operate — losing it means losing the ability to run our trucks at all. The quarterly audit is how we prove we're meeting the requirement.

Procedure:

  1. Pull the list of every commercial trip from the past quarter (from the trip log or fleet ledger).
  2. For each trip, confirm a corresponding Motive pre-trip inspection record exists for the assigned driver and the assigned truck.
  3. Document the audit result in the NSC compliance log — number of trips, number with inspections, gaps found.
  4. Any trips missing inspections become:
  5. A coaching conversation with the driver.
  6. A process review on what failed (forgotten step, technical issue, training gap).

This audit is non-optional. Any quarter without it, escalate to the General Manager.

Full procedure: How-To: Warehouse Manager — Truck Fleet Handling and Oversight

Related: NSC Safety Requirements

What each quarterly audit must confirm (added 2026-08-07): the Motive DVIR form covers the items in MVAR 37.22(2) (brakes incl. trailer connections, parking brake, steering, lights/reflectors, tires, horn, wipers, mirrors, coupling devices, wheels/rims, emergency equipment, load securement); trip-inspection reports are retained at least 3 months and producible to a peace officer on demand; defects on reports were corrected (repair on the vehicle in Fleet, description starting DEFECT:). Record the attestation date in the task.