Enforcement Version

December, 2009
iTruckLA—Log Auditing
Enforcement
Installation & Initial Setup
Procedure
Installation:
The software installation from a direct download off of our link;
www.transportdatasystemsinc.com; click on Products\Download Button, toward the
bottom of the Page, click on Item #3; DDL iTruckLA Enforcement Log Auditing
Download link and it will include:
• The iTruckLA Log Auditing software
• A blank database ready for your Company’s data
If you download from the link or place the CD into the CD-ROM drive
• Click on the Setup Icon; it has an automatic install feature
• The software will install
• The Setup will install an Icon on the Desktop.
Upon clicking on the desktop icon, the software main menu will appear:
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Note: Minimum Pixel Screen Settings=1024 X 768; 1280 X 800 best!
After some initial software setup, the BLANK data set is ready for the entry of the
company’s driver’s daily log for log auditing purposes.
An explanation of the iTruckLA—Log Auditing Tool Bar Button is as follows:
To CoDriver=Switch to Co-Driver, would be used only for Team Log Auditing
New Data =New Driver Status, quick view of Driver’s status based on entered logs
Log Date =Log Date, quick date change
Summary =Monthly Summary
VisuViolat =Visual Violation Input
Driver Info =Driver’s Info
Big Grid =Enlarge Graph
Note: If Screen Pixels set less than minimum (Pixel Screen Settings=1024 X 768);
then Tool Bar Buttons may display as Co, N, D, S, VV, I and G!
Currently the software will default to the USA2005- 1 October - 70 Hour Rule!
Initial Software Setup
Initial Software Screen Setup for Enforcement Personnel:
Within the DDL iTruckLA Log Auditing software it is possible to “customize” the New
Data Button to display a minimum number of TABS for the Enforcement Officer’s
efficient use of the software. The initial setup within the software is under Settings:
Upon clicking on the Settings TAB, this drop down appears:
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Click on the Log Sheet, Records……item and an All Programs Settings Menu will
appear:
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To “customize” the New Data Button to have a minimum number of TABS within it for
Enforcement purposes, the Officer can:
• Click on the Records/Report Settings + sign and
• The following “options” will be available to check (to add items to the New Data
TABS) or un-check (remove items displayed on the New Data TABS):
By ONLY having the Enable Simple Records checked in this area, the New Data Button
TABS will be minimal and best for Roadside Inspection Enforcement. For the Safety
Audit and CR Enforcement personnel, the Enable Details (Driver, Audit, Group) in
New Data button will ALLOW for “GROUPS” to be used for creating more than one
truck line within the software!
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Enforcement can then:
• Click on the + sign in front of the Audit Settings line and
• The following items will appear for selection or change:
The ONLY recommendation we have in this Menu is to “set the MPH Limit that
Enforcement deems acceptable when inputting the driver’s daily log for audit. This
means,
• Miles driven on any one (1) day divided by
• Hours driven on given day.
If the calculation is greater than the MPH setting, an “Over Speed Limit Violation” will
be calculated by the software and placed on the driver’s Violation Letter.
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For Safety Audit Personnel that wish to SAVE several truck lines’ information within
the software after doing a Safety Audit, the GROUPS Menu Item can be utilized to:
• Create within the software a GROUP folder that then can be used to “input” that
set of drivers being audited for that truck line
• Violation Letters will have THAT Truck Line’s Name on the Violation Letters
Lastly within the software setup, each State Agency may wish to “setup” ALL of the
USA Federal DOT HOS, State HOS Regs and\or Canadian HOS Regs that they may wish
to use within their respective Agency. This will then be “available” to EACH new driver
entered into the software for audit AND will not have to be “added” individually to each
new driver.
This is accomplished by:
• Clicking on the New Data Button at the top of the Main Menu
• The Enter New Data Records Menu appears:
By clicking on the Edit Quick Pick Rules List…button,
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this menu screen will appear:
To add “additional” USA HOS Regs or Canadian HOS Regs, simply click on the Add
Rule button.
Upon clicking the Add Rule button, a COMPLETE listing of the USA HOS, State HOS
Regs and Canadian HOS Regs are displayed and available within the software. You may
view\review any and all options available to Enforcement. Each can be “selected\added”
to your State’s respective HOS auditing scenarios.
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The USA – Property Carrying Driver – 2005 – 1 October COMPLETE set of HOS
Regs are available for your Enforcement Auditing:
Even though the DDL iTruckLA Enforcement software defaults to the USA – Property
Carrying Driver – 2005 – 1 Oct 2005; 11 hr/14hr 70 hrs/8 days, your State Agency may
be “auditing” various HOS Regs; ALL of these Regs can be PLACED in the initial Rules
on the Fly Default Menu. The various Canadian HOS Regs are available as well:
Simply select EACH Reg that may be used by yourself or your Agency and click OK in
the Upper Left Hand Corner of this Menu!
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If the USA Passenger Carrying Driver – 2004 Regs are required with your
Enforcement work, simply click OK at the Upper Left Hand Corner of the Menu:
And, this HOS Regs will be added to your Default Listing!
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Or, you may wish to select the USA State Rules applicable to your Enforcement Agency.
Click USA State Rules and this Menu will appear:
Click on the State of Texas and the Texas Intra-State Ruleset will appear.
If your Enforcement involves this Ruleset, simply click OK at the Upper Left Hand
Corner of this Menu Screen.
The DDL iTruckLA Enforcement Software is now completely setup and
ready for Roadside Inspections, Safety Audits or CR usage!
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DDL iTruckLA Enforcement Onsite Usage
Adding a NEW driver—Roadside, Safety Audit or CR:
When onsite, it will be necessary to enter the Drivers Name(s) via the New Data Button.
Click on the New Data Button:
the Enter New Data Records Menu will appear as shown above.
Click on the Vehicle Driver TAB.
By clicking on the Vehicle Driver TAB within the Enter New Data Records Button, this
Driver Name input screen will appear:
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Within the Driver Name field, you can simply:
• type in the Driver’s Name that is going to be audited
• Click the Copy Settings, Quick Pick Duty Status Rules….box and
• Click OK
To have ALL of the initially setup, DEFAULTED HOS Regs for your State Agency
available for the Enforcement Officer, it will be necessary to CLICK on the Copy
Settings…..box so as to “bring them over!”
Once the NEW driver is entered, the USA2005 October 1 HOS Regs is automatically
defaulted to the NEW driver! If, the CR, Safety Auditor or Roadside Inspector is
“auditing” based on ANY other USA, State Reg or Canadian HOS Regs; i.e. Passenger
Carrying 2004 or Oilfield, or Short Haul, the Enforcement Officer will have to “attach”
that SPECIFIC Reg to this driver!
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Attaching OTHER HOS Reg to a NEW driver:
If the NEW driver needs to have a different Ruleset other than the defaulted USA2005 –
1 October, simply bring up that day’s log and place the cursor at the Midnight Hour:
Then, click the New Data Button and select the Rules on the Fly TAB:
Note: that this driver is DEFAULTED to the USA2005 HOS.
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The driver can be “changed” to the appropriate USA, State or Canadian HOS Reg by
clicking on the appropriate HOS Reg and clicking the Add Record Button:
This places the driver on THAT HOS Reg in the Remarks section and the Auditor is get
to go!
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Adding a “Co-Driver (Team)” driver for auditing BOTH as a Team:
DDL iTruckLA Log Auditing allows for the inputting and viewing of TEAM
Violations simultaneously! The software allows for a “Simple Setup” of the CoDriver\Team.
To add the Co-Driver (for companies with Teams) within the “Lead Driver’s” Log,
simply click on the pertinent day’s log on the Name of Co-Driver Field that is blank:
If you double click on the Name of Co-Driver Box on the log, this Simple Records
Window will appear:
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If you click on the Add New Button in the above screen, the following input screen will
appear:
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Type in the Co-Driver\Team driver into the CoDriver Name field.
At the bottom of the Enter New Data Records Windows will be an:
• Add Record button to SAVE it and
• Exit to leave this Entry Screen.
On the Main Menu, the Driver\Co-Driver relationship will appear as such:
You are now ready to “audit” Team Drivers!
Upon completion of the Audit, you can Remove this Co-Driver relationship by simply
bringing up the Co-Driver on the Main Menu & clicking Remove and the Co-Driver will
disappear!
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Driver Log Input—Daily Log Input
The software is now ready to have drivers’ daily logs inputted. The main menu input
screen will appear as follows:
If “any daily logs” are Off Duty, the input person MUST click on Line 1 at the Left
Midnight time so that the Remarks Section displays a:
• Log Date for that log and
• The Midnight Time, OR,
• The SOFTWARE assumes this days’ log is MISSING!
• It will appear on the Violation Letter\Report as Missing.
**If in fact, a drivers daily log is missing during an audit, use the
or the PgUp
button on the keyboard to advance to the next day’s log & the software will record
the day as ‘missing.’
After completing this days’ log input,
• Click on the Right Hand Arrow on the DATE, or hit the Page Up button on the
keyboard to move to the next days’ log.
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•
Input is achieved by clicking on the “beginning” of each duty status change:
•
Continue clicking to “enter” each duty status change for the day.
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The completed log is displayed above. Some features of DDL iTruckLA software
displayed on the completed log are:
• Zero (0) hour or the “beginning” of that days’ 14 hour period,
• Any subsequent duty status changes WILL display the 14 hour marker or the 14X
marker IF, Sleeper Berth or Split Sleeper Berth duty status’ are taken by the
driver and
• As each Duty Status Change is made to the log, any HOS violations that would
occur, IF, that driver continued on the ‘last’ clicked duty status change
To complete the log input, click on the Miles Driven Today field and input the mileage
indicated on that driver’s daily log. If the number of miles entered EXCEEDS the MPH
setup as the Default in your initial setup, a window will appear indicating a Speeding
Violation. It is only advising you that this drivers miles for the day, exceed the defaulted
MPH within the software. You can click OK on it. This Violation will then appear on the
driver’s Violation Letter at the end of the audit or roadside inspection.
Last seven (7) days Duty Status Entry, if applicable
Note: This Section may or may apply to the Roadside Inspections!!
If the Safety Audit person or the CR Investigator wishes to “put in the last seven (7)
days of duty status” prior to beginning the AUDIT that can be accomplished as follows:
Click on the Edit Button on the Windows Task Bar on the top of the main menu:
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By clicking on this Edit Menu Item:
Click on the appropriate date that you wish to “change\add” the previous HOS
The Date Window will appear
Enter that Date’s HOS; e.g. 11.75
Click OK
Change the HOS for that date
Click OK
Click Go To Day, etc
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Driver Log Input—Off Duty Log Days!
If a driver has “many consecutive days’ off, the input person may go into the New Data
Button and this selection screen will appear:
•
Click on the Logs Turned In Record
• Click on the Date Range for the number of log days that you want the software to
enter\record as “days off.”
• Click Add Record and the system will record “those” days as Off Duty Days
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DDL iTruckLA Log Auditing
Visual Violation Input Instructions
When an input person is “auditing” for Federal DOT Visual Violations, he\she uses the
following software component; the VV or Visual Violations Button located at the top of
the Main Software Menu:
1) Click on the VV or VisuViola for Visual Violation Menu will appear:
2)
It is a complete listing of all the Federal DOT Visual Violations with Reg Number! This
feature may or may not be used by the Safety Audit Enforcement or CR Enforcement
Officers.
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Select ANY one of the Federal DOT Visual Violations, such as; Duty Status Totals:
And all of the following DOT choices for that Visual Violation in that reg appear for your
selection and use.
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If, the Driving Hours are Incorrect on that particular log, simply select Driving Hours
Incorrect:
And note, that selection appears in the Violation Window. IF, the Enforcement Officer
wishes to “type in a ‘note’ that he\she wishes to have the driver review,” he\she may do
so. It will print on the Violation Letter.
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Note: After “adding that Visual Violation, it appears in the Remarks Section of the
Driver’s Daily Log:
And, the Visual Violation Window does NOT disappear, AS, it is quite POSSIBLE that
there may be MORE than ONE Visual Violation on a given day’s log.
If no more Visual Violations are necessary, simply click the Exit/Cancel Button and go
onto the next day’s log.
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If there is more than one (1) Visual Violation, SELECT another Visual Violation, such as
Log Mileage:
And click Add Record to place it on that day’s log visual violations.
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iTruck—LA Log Auditing Reports
Main Menu—Reports
The Audit Report Button is available to take the Enforcement Officer directly to the
Violation Reports Menu. Since the Enforcement Officer has now “inputted” the drivers
daily logs (which will give the Driver’s HOS Violations) and “checked” for the Visual
Violations required by the Federal DOT, both the HOS and Visual Violations will NOW
print on the Driver’s Violation Letter:
By choosing a Date Range and Selecting Violation Types, the Enforcement Officer can
Build a Report. If Violations are present, the Violation Letter button in the center of
the screen will highlight.
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The Enforcement Officer can then:
• Print the Report on the Print Button on the bottom of the screen or,
• Print the Violation Letter by clicking on the highlighted Violation Letter Button
• If no violations are present, the Commendation Letter button can be printed as
shown below!
Note: Upon completion of “Building Report,” the Print and Save buttons become visible
and ready for use!
If the Enforcement Officer clicks on the Print Button at the Bottom of the Page, he\she
will get a “Violation Report.”
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If the Enforcement Officer clicks on the highlighted Violation Letter Button in the center
of the screen, the Violation Letter will appear:
Sample Violation Notice Letter—Driver:
Ready for printing!
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Miles Driver Report—Driver
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Hours Duty Status Total--Driver
Violation Report—Listing
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Record of Time (hours) Worked--Driver
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For Safety Audit or CR personnel who audit Companies with drivers that “change”
HOS Regs on a routine basis…..the software will present the Monthly Summary
displaying 70\8, 11 hrs, 14 hrs, 16 hrs, etc.
Sample Record of Time (hours) Worked—Driver
Multiple HOS Changes—USA 2005 for two days; Oilfield for two days; USA 2005
for a day, etc, etc:
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iTruck—LA Log Auditing
Sample “TEAM” Violation Displayed on SAME Log!!
If the Safety Auditor or the CR Enforcement Officer “inputs” a Team scenario for any
period of time, example; Dotty Lucas’ April 1, 2007 log as Co-Driver:
Dennis Lucas’ April 1, 2007 daily log:
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By clicking on Dennis Lucas’ log as ‘lead driver,’ the following Screen will appear:
If the Officer clicks on the Show button, he\she can ‘display’ the “Co-Driver’s” log on
the TOP of the ‘lead driver’s log.’ It will be presented as such:
The “Team Violations” are displayed simultaneously on the Screen for the Officer to
review or comment on!! These Violations would also print on the Team Drivers’
Violation Letter or Report, or, this individual ‘overlaid’ log can be printed for citation!
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To ‘remove’ this Team Overlay, the Officer can again click on the Co-Driver’s Name
and the Simple Screen again will appear. Simply click the Hide button:
And the lead driver’s log (Dennis Lucas) will again display without the Team Violations.
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iTruck—LA Log Auditing
PCMiler Interface (or ProMiles)
Mileage Checking
If your company has purchased the DDL—PCMiler Connect License, here are the steps
to be used to “audit” for mileage falsification (ProMiles Interface is available):
Click on the Reports Button:
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If PCMiler Calculate Mileages is displayed as shown below, the PCMiler
Connect interface is activated and ready for data input (ProMiles Interface is available
as well):
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Select Date Range for Audit:
This is the first window that will appear allowing the log audit clerk to input his\her date
range for auditing purposes:
Click OK
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Select Locations to be Verified:
The “locations entered in the Remarks section” of the drivers daily log will appear:
If PCMiler ascertains that the “location” cannot be found, it will allow the log audit clerk
to FIX that location’s spelling, etc.
If the “location” is to be “added” to the list for auditing, highlight and click Add from
Logs. This allows the input clerk to control locations for log mileage falsification
purposes.
Click Next.
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Results of that Verification:
The PCMiler Connect Interface allows the Company to have these log mileages checked
using any of the six different route types based on your Company Policy:
Click Next.
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The mileage results for those locations will appear:
State mileages for the location selection will appear:
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Route Directions can be displayed:
Hours and Speed auditing can be displayed:
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To Print the above selections, simply click on the Print Button:
The default Windows printer will display. Select the appropriate printer!
That’s all there is to “log mileage falsification” audit with the DDL—PCMiler Interface!
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iTruckLA Log Auditing
Vista Printing Instructions
VISTA (for whatever reason, only Microsoft knows why) does not 'associate'
Wordpad.exe (the default word processing program in all Windows versions)
with .wri file type (which is the default file type for Wordpad.exe).
The solution in VISTA:
1. Launch 'Computer' from 'Start' or perhaps on 'desktop'.
2. Select 'Local Disk (C:)' or similar.
3. Select 'Program Files' (VISTA may require confirmation, and some photo id
to accomplish the 'open').
4. Select 'DDLiTruck' folder.
5. 'Right click' on 'DDLViolation.wri' file (Violation letter 'template')
6. Select 'Open' or 'Open With'
7. Wordpad.exe probably the default in list. If you have Microsoft 'Word'
then that will probably also appear.
Select program of choice. Make sure 'Always use the selected program to
open this kind of file' is checked.
8. Launch DDL iTruck and try violations report again.
iTruckLA Log Auditing
PDF to DDL Introduction.
A process is now available to 'transmit' DDL printed logs without using any paper
log, and NO 'scanning' of paper logs is needed.
Specifically, the process to extract the DDL duty status and other records from the .pdf
file when it appears in the motor carrier email 'inBox'. This 'extraction' into DDL records
and into the DDL iTruck audit software, makes it much easier for motor carriers to 'audit'
the driver’s logs.
There are three (3) “pieces” in the PDF to DDL procedure.
1. CREATE PDF LOG FILES using DDL.
You can create .pdf files of DDL logs by installing any .pdf 'virtual printer' and 'printing'
from DDL print modules to that 'printer'. Produces .pdf files that can be displayed using
the 'common' Acrobat reader software (free).
www.primopdf.com is the freeware .pdf 'printer' which is free since it is based on 'open
source' software. Download and install, an it appears as another 'printer' option to 'print'
DDL logs to.
http://www.primopdf.com - PrimoPDF v2.0 FREE PDF Converter.
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http://www.cutepdf.com - CutePDF Writer (Freeware);
http://www.pdf995.com/ - pdf995 create PDFs for free.
There are even more...
http://www.adobe.com/products/acrobat/readstep2.html is the link to free Acrobat
reader. Adobe also has a link to another .pdf 'printer' which is free. There are a couple of
others.
And by scanning and including your signature as a 'bitmap' signature in DDL, then your
signature image is also included in the .pdf file.
The .pdf files produced this way are emailed, as attachments, to the motor carrier.
2. DDL ITRUCK application.
The motor carrier will need DDL iTruck installed and running.
DDL iTruck - the auditing version of DDL - can be 'activated' for PDF to DDL
processing.
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A direct link to DDL ITRUCK:
http://www.driversdailylog.com/DDL330ITRUCK.EXE
Email Installation ID from DDL iTruck, and I will return the appropriate Activation
Code.
If DDL iTruck show 'w/PDF' in 'About' then that DDL iTruck is activated for receiving
data from the PDFtoDDL application described below.
3. PDFtoDDL application.
There is a separate application, installed on same computer as DDL iTruck that scans
'InBox' email or a specified 'folder' for .pdf files. PDF files are opened and searched for
the 'magic' DDL log data - includes all DDL produced data records that can be converted
back into DDL iTruck data records. PDFtoDDL' is the program.
http://www.driversdailylog.com/PDFtoDDLinstall.EXE
PDFtoDDL 'sends' each .pdf file to DDL iTruck for processing.
This program is still experimental, so any motor carrier willing to try it will require some
detailed support. Bruce and I have tested it and it seems to work well. I have not yet
written any 'help system' so we will have to work up some 'help system' or .doc file
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DDL is covered by FMCSR 395.8 ‘Driver’s record of duty status’.
In particular, DOT Interpretations 395.8 Question 28 (The big green FMCSR
published February 2004 or later):
QUESTION 28:
“May a driver use a computer to generate his or her record of duty status
(log book) and then manually sign the computer printouts in lieu of
handwritten logs?
Guidance: A driver may use a computer to generate the graph grid and
entries for the record of duty status or log books, provided the computer
generated output includes the minimum information required by 395.8 and
is formatted in accordance with the rules. In addition, the driver must:
1. Be capable of printing the record of duty status for the current 24-hour
period at the request of an enforcement officer.
2. Print the record of duty status at the end of each 24-hour period, and
sign it in his or her own handwriting to certify that all entries required by
this section are true and correct.
3. Maintain a copy of printed and signed records of duty status for the
previous 7 consecutive days and make it available for inspection at the
request of the enforcement officer.”
This Regulatory Guidance regarding DDL’s use was issued as a result of
‘prodding’ by the author of DDL. The actual letter issued by the FMCSA on 04
Jan 2002 is available at the DDL web site.
http://www.driversdailylog.com/ddllegal.htm .
Download and Print both documents below:
Regulatory Guidance Letter Dated 04-Jan-2002 (.pdf format)
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