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Maintenance files

Discussion in 'Ask An Owner Operator' started by Rideandrepair, Sep 14, 2020.

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  1. Sep 14, 2020 #1
    Rideandrepair

    Rideandrepair Road Train Member

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    Looking for info. Just wondering to what extent do some of you go to. Years ago, when I was leased on, the Company had Me fill out a report quarterly. All they wanted were oil and grease intervals. Just wondering where do you draw the line? Do you keep a record of brakes, or any other repairs? If so, any examples?
     
    Rideandrepair, Sep 14, 2020
    Rideandrepair, Sep 14, 2020
    #1
    singlescrewshaker, D.Tibbitt and 650cat425 Thank this.
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  3. Sep 14, 2020 #2
    Cat sdp

    Cat sdp . .

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    Everything should be there......

    Regardless if your leased or your own #s.

    Just have the vendor email you the invoice and send it to the carrier ....
     
    Cat sdp, Sep 14, 2020
    Cat sdp, Sep 14, 2020
    #2
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  4. Sep 14, 2020 #3
    650cat425

    650cat425 Road Train Member

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    Not sure if this fits what you're looking for, but it works well for me.

    The company I'm leased to has us do weekly trip sheets... the date, shipper, consignee, out of state or toll miles, and bol number are all on the top of the page. At the bottom is a space for any maintenance performed that week. Just put the date and whatever you did.

    At the end of each quarter, we get a maintenance statement with everything we wrote down along with the dates we did it. We sign that sheet and send it in.

    I also make a copy and keep them with the receipts for the corresponding month. If i ever have a warranty issue or sell a piece of equipment, all maintenance is together in a folder, separated by month with binder clips.
     
    650cat425, Sep 14, 2020
    650cat425, Sep 14, 2020
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  5. Sep 14, 2020 #4
    olddog_newtricks

    olddog_newtricks Medium Load Member

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    All maintenance and repairs should be kept there. You need the type of repair , where it was done , date and mileage. And keep your receipts.
     
    olddog_newtricks, Sep 14, 2020
    olddog_newtricks, Sep 14, 2020
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    Rideandrepair Thanks this.
  7. Sep 14, 2020 #5
    Rideandrepair

    Rideandrepair Road Train Member

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    All good ideas. I used to keep receipts in order. Separate files for Truck and Trailer. During an In house Audit, about 12 yrs ago, the Officer suggested a schedule. Gave Me a template. Basically dates and mileage, services performed, and next mileage due dates. If I listed every little thing, it would be a lot!! Lol. Just want to keep it simple, mostly safety items, is what I’ve been doing. This year did an overhaul, last year a clutch. What do you think? Should those items be listed?
     
    Rideandrepair, Sep 14, 2020
    Rideandrepair, Sep 14, 2020
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  8. Sep 14, 2020 #6
    black_dog106

    black_dog106 Road Train Member

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    @Rideandrepair Not wishing bad stuff onto you...
    If one is in a bad accident, fatality or other nasty events, DOT, lawyers representing lawsuits and other undesirables have a way of checking into records.
    A car crosses the center line creating a head on fatality. Records show no proof of brake maintenance on the truck. They're lawyers try to prove if your brakes had been maintained you would be able to stop sooner. Now the accident is your fault(the details are changed alil, but this is a true story of a local dirt hauler).
    Record EVERYTHING. Change a bulb, record it.
    A routine DOT audit will check repair records.
     
    Last edited: Sep 14, 2020
    black_dog106, Sep 14, 2020
    black_dog106, Sep 14, 2020
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    bzinger, magoo68 and Rideandrepair Thank this.
  9. Sep 14, 2020 #7
    650cat425

    650cat425 Road Train Member

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    I listed my overhaul this past winter, but I didn't break it down by item. I figured the receipts were all there if a certain part was needed. I do list the location on the truck or trailer if i repair a tire or something like that though.
     
    650cat425, Sep 14, 2020
    650cat425, Sep 14, 2020
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  10. Sep 14, 2020 #8
    xsetra

    xsetra Road Train Member

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    I list everything. With file for receipts and mileage log to show where and when repairs are done. IMG_20200914_183150243.jpg
     
    xsetra, Sep 14, 2020
    xsetra, Sep 14, 2020
    #8
    Cat sdp, 650cat425 and Rideandrepair Thank this.
  11. Sep 14, 2020 #9
    Rideandrepair

    Rideandrepair Road Train Member

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    Oh yeah, I agree. Already been through all that 12 yrs ago. That’s why I want to make sure I’m compliant. I thought I had pretty good records. Just wasn’t itemized the way they like it to be. They told Me to write it down, with dates, mileage, no receipts needed. Though I’ve got them on file, if they ever were. They were pretty vague though on exactly what all they want recorded. I’m just going through my files, making sure everything’s up to snuff. First times a friendly warning, second times a big fat fine.$1500-$5000, I was told.
     
    Rideandrepair, Sep 14, 2020
    Rideandrepair, Sep 14, 2020
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    650cat425 Thanks this.
  12. Sep 14, 2020 #10
    xsetra

    xsetra Road Train Member

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    Yep that is what I was told also. Several years ago. I have kept a record of every nut and bolt since then.
     
    xsetra, Sep 14, 2020
    xsetra, Sep 14, 2020
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    650cat425 and Rideandrepair Thank this.
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