Fleet Records, Incident Response & Driver Handover Checklist

Comprehensive Management System for International Truck Fleets

Fleet Records Management

Maintain complete and organized fleet documentation to ensure regulatory compliance, operational efficiency, and proper asset management.

Vehicle Documentation

  • Vehicle registration and title documents
  • Annual inspection certificates
  • Insurance documentation with coverage details
  • International Truck warranty information
  • Purchase/lease agreements and financing documents
  • IFTA documentation and decals
  • Weight certificates and permits
  • Vehicle specifications sheet

International Truck Note: Maintain International-specific warranty documentation, including engine warranty (separate for A26 engines) and extended warranty coverage. Store VIN-specific build sheets with factory options for each vehicle.

Maintenance Records

  • Scheduled maintenance documentation
  • Repair history with invoice details
  • Parts replacement records
  • Fluid change logs (oil, coolant, etc.)
  • ECM calibration update history
  • Aftertreatment system service records
  • Tire replacement and rotation logs
  • Pre/post-trip inspection reports

International Truck Note: Document all Diamond Logic electrical system programming changes and body controller updates. For International A26 engines, maintain detailed records of emissions system maintenance including DEF quality testing.

Electronic Records Management

  • Implement secure data backup procedures
  • Establish record retention timeframes by category
  • Create searchable digital filing system
  • Implement permission-based access controls
  • Maintain document version control
  • Schedule regular data audits
  • Create disaster recovery plan for records
  • Implement secure document destruction policy

International Truck Note: Integrate with OnCommand Connection service history to maintain comprehensive electronic records. Export diagnostic data quarterly for long-term record retention beyond OnCommand data preservation period.

Driver Qualification Files

  • Driver application and employment history
  • CDL and endorsement documentation
  • Medical certification records
  • Drug and alcohol testing documentation
  • Training completion certificates
  • Performance evaluations
  • Accident/violation history
  • Annual motor vehicle record (MVR) checks

International Truck Note: Document model-specific training for drivers operating International's advanced features, including advanced driver assistance systems and electronic stability controls on newer models.

Compliance Documentation

  • Hours of Service (HOS) records
  • Driver Vehicle Inspection Reports (DVIR)
  • Roadside inspection reports
  • CSA violation documentation
  • Accident register and incident reports
  • Fuel tax reporting records
  • Weight and route permit documentation
  • Environmental compliance certificates

International Truck Note: For emissions compliance, maintain detailed SCR system performance data and DPF regeneration history specific to International engine platforms to demonstrate proper system maintenance.

Asset Management Records

  • Equipment inventory list with specifications
  • Asset depreciation schedules
  • Component lifecycle tracking
  • Technology equipment assignment logs
  • Vehicle modifications documentation
  • Auxiliary equipment warranty information
  • Equipment inspection schedules
  • Replacement planning documentation

International Truck Note: Document all upfits and modifications to International chassis, including body installation details, PTO specifications, and hydraulic system modifications to maintain warranty coverage.

Incident Response Procedures

Establish standardized procedures for responding to accidents, breakdowns, and other incidents to ensure safety, minimize downtime, and properly document events.

Accident Response Protocol

  • Ensure scene safety and medical assistance
  • Notify appropriate authorities
  • Document incident with photos and notes
  • Collect witness information and statements
  • Exchange information with other parties
  • Complete internal accident report
  • Preserve vehicle data and ELD records
  • Initiate claims process with insurance

Critical Action: For serious accidents involving International trucks, contact dealer service department to download ECM data that may be overwritten. Key data includes last stop record, hard brake events, and engine parameter history.

Breakdown Management

  • Establish safe location and set warning devices
  • Assess breakdown severity and safety implications
  • Contact designated fleet manager
  • Arrange appropriate roadside service
  • Document breakdown details and location
  • Coordinate freight protection/transfer if needed
  • Track repair status and estimated completion
  • Update route/delivery schedules

International Truck Note: Use International's 24/7 roadside assistance service when available. For newer models, remote diagnostics via OnCommand Connection can provide technicians with specific fault information before arrival.

Emergency Response Kit

  • Accident documentation forms
  • Digital camera or camera-enabled device
  • Incident report templates
  • Insurance contact information
  • Emergency contact list
  • Towing service authorization forms
  • Medical information envelopes
  • Cargo transfer documentation

Sample Accident Information Form

• Date/Time: _______________________

• Location: ________________________

• Vehicle Unit #: ___________________

• Driver Name: _____________________

• Weather Conditions: ______________

• Other Parties: ___________________

• Witnesses: ______________________

• Police Report #: _________________

Post-Incident Analysis

  • Collect all incident documentation
  • Review ECM data and telematics records
  • Interview driver and witnesses
  • Analyze root causes of incident
  • Identify preventive measures
  • Update policies and procedures if needed
  • Conduct targeted training based on findings
  • Document corrective actions taken

International Truck Note: For International vehicles with advanced driver assistance systems, download and analyze safety system data to determine if systems functioned as designed and if driver properly responded to alerts.

Mechanical Failure Protocol

  • Document specific failure symptoms
  • Retrieve diagnostic trouble codes
  • Secure affected components for inspection
  • Take detailed photos of failed components
  • Preserve maintenance history for affected system
  • Notify manufacturer if warranty-related
  • Complete detailed failure report
  • Track repair process and outcomes

International Truck Note: For emissions-related failures on International engines, document all regeneration attempts, DEF quality checks, and emissions system maintenance history to support warranty claims and compliance documentation.

Communication Protocols

  • Establish incident notification chain
  • Create escalation procedures for serious incidents
  • Develop customer communication templates
  • Establish media response protocols (if needed)
  • Create internal notification procedures
  • Establish communication with repair facilities
  • Document regulatory reporting requirements
  • Create driver support communication process

Communication Guidelines: For significant incidents, limit communication to factual information only. Refer insurance/legal inquiries to appropriate departments. Document all communications regarding the incident.

Driver Handover Procedures

Implement standardized driver changeover protocols to ensure continuity of operations, proper vehicle condition reporting, and effective information transfer between drivers.

Vehicle Condition Documentation

  • Complete vehicle walk-around inspection
  • Document current fuel level
  • Note existing vehicle damage or issues
  • Record current odometer reading
  • Check and document fluid levels
  • Verify and record DEF level
  • Document current status of emissions systems
  • Note upcoming maintenance needs

International Truck Note: For International trucks with A26 engines, include specific status checks for aftertreatment system including DPF soot load percentage and recent regeneration history to prepare incoming driver for potential regeneration needs.

Electronic Systems Handover

  • ELD login/logout procedures
  • Transfer current HOS status information
  • Demonstrate current telematics system status
  • Share active fault codes or warnings
  • Transfer route navigation information
  • Review onboard camera system status
  • Share Wi-Fi/communication system access
  • Verify proper operation of electronic systems

International Truck Note: For International trucks with Diamond Logic electrical system, share any custom programmed features activated for the route, including PTO controls, body equipment automation, and safety interlocks specific to the vehicle.

Route and Load Information

  • Transfer delivery documentation
  • Review current route status and progress
  • Share customer contact information
  • Document load securement condition
  • Note specific delivery requirements
  • Share route-specific hazards or challenges
  • Transfer toll transponder information
  • Review parking/staging location details

Driver Handover Form

• Date/Time: _______________________

• Vehicle Unit #: ___________________

• Outgoing Driver: __________________

• Incoming Driver: __________________

• Odometer Reading: ________________

• Fuel Level: _______________________

• DEF Level: ________________________

• Known Issues: ____________________

Vehicle-Specific Instructions

  • Demonstrate unique vehicle features
  • Review vehicle-specific handling characteristics
  • Explain any non-standard control configurations
  • Demonstrate proper operation of auxiliary equipment
  • Share fuel efficiency optimization techniques
  • Explain current performance limitations
  • Review vehicle-specific safety features
  • Demonstrate proper regeneration procedures

International Truck Note: For International LT and RH Series with advanced driver assistance systems, ensure incoming driver understands how to properly use adaptive cruise control, lane departure systems, and collision mitigation features specific to the model.

Safety and Emergency Equipment

  • Verify emergency equipment accessibility
  • Check fire extinguisher charge status
  • Confirm location of warning triangles/flares
  • Review location of first aid supplies
  • Verify spare fuses and bulbs are available
  • Check tire chains/traction devices (seasonal)
  • Review emergency shutdown procedures
  • Verify communication equipment functionality

International Truck Note: For International trucks equipped with engine compression brakes, ensure incoming driver understands proper operation and any noise ordinance restrictions along the route that may limit use.

Communication and Documentation

  • Complete formal handover documentation
  • Both drivers sign condition report
  • Document verbal instructions provided
  • Exchange contact information
  • Review communication protocols with dispatch
  • Notify management of completed handover
  • Document any exceptions or concerns
  • Confirm next scheduled handover time/location

Documentation Requirement: Both drivers must physically sign the handover document and each retain a copy (physical or electronic). This documentation is critical for resolving responsibility questions if issues arise after handover.

System Integration & Continuous Improvement

Implement practices to integrate records management, incident response, and driver handover procedures into a comprehensive fleet management system.

Process Integration

  • Create unified documentation system
  • Establish cross-referencing between record types
  • Implement standardized forms and templates
  • Develop central repository for all documentation
  • Create search and retrieval procedures
  • Establish data validation protocols
  • Implement record completion verification
  • Create documentation accessibility standards

Integration Note: Link driver handover documentation to maintenance records and incident reports to establish complete vehicle history timeline. This integration is especially important for warranty claim documentation and regulatory compliance verification.

Training & Compliance

  • Develop documentation training program
  • Create incident response simulation exercises
  • Establish driver handover certification
  • Implement compliance verification procedures
  • Create process auditing schedule
  • Develop remedial training for documentation issues
  • Establish documentation quality metrics
  • Create recognition for documentation excellence

Training Effectiveness: Conduct periodic documentation audits and mock incident response drills to verify training effectiveness. Use findings to refine training programs and address knowledge gaps.

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