Sign In. Find a Test Centre. Record Keeping requirements Page Content. Find out more about what records you need to keep What records are operators obliged to keep and for how long? These records must be retained for at least two 2 years after their creation. Operators will need to show the Authorised Officer that there is scheduled maintenance, inspections and vehicle repairs to prevent roadworthiness issues occurring. Schedule 4 inspections are conducted while the coach is positioned over a pit, or raised in a manner that provides adequate access to all of the applicable under-vehicle components.
Technicians are required to sign the Schedule 4 inspection report certifying that the components and systems inspected under Schedule 4 meet the prescribed standards on the date of inspection. The schedule and inspection report may be combined in the same document. If more than one schedule is used for the commercial vehicle, then all relevant schedules must be carried by the driver. For example, a motor coach towing a trailer may have schedules 3 and 4 for the motor coach and Schedule 2 for the trailer.
Regulated schedules are provided in the appendix of this module, and may be copied or reproduced without consent of the ministry. Operators may add additional sections that contain more inspection components and systems to a schedule. Inspection items within sections that have been added by the operator, and are not part of the regulated inspection items, are not required to be inspected, recorded or reported as defects. Operators may require drivers to inspect, record and report these added defects or conditions.
If a vehicle is not fitted with a system or component for example, air brakes , then the entire section can be deleted. Section numbers may be deleted or re-numbered. However, individually regulated inspection items within a section, such as "audible air leak" cannot be removed unless the entire section is deleted and the vehicle does not have air brakes. Also, individually regulated inspection items cannot be moved between minor and major columns within a schedule, or be reworded. Operators are permitted to regroup the minor and major defect columns, provided the regrouping does not confuse the reader.
Operators are free to add defect codes within the columns of a schedule.
Helps you comply with 49 CFR Section (b)Aids in documenting required vehicle maintenance information for 1,mile, 5,mile, and. Helps you comply with 49 CFR Section (b) Aids in documenting required vehicle maintenance information for 1,mile, 5,mile and.
A code number or letter is placed beside a component or system on a schedule. When a defect is found, the driver can enter the defect code on the inspection report, instead of handwriting the details. When defect codes are added to a schedule and used by a driver, a coded schedule must be presented to the enforcement officer.
See the appendices at the end of this module for a sample of acceptable inspection schedules. Sample inspection reports are available in Appendix B of this module. Inspection reports serve as communication between drivers, the operator and the operator's maintenance department. Reports are used to verify inspections, record defects, report defects and may be used to verify repairs.
Reports are completed immediately following an inspection. The information provided about inspection reports applies to both types of reports, unless the report type is specifically named. Bus drivers are required to fill out and sign a report upon completion of the inspection, regardless of the distance to be travelled and whether or not passengers are carried.
If the driver did not conduct the original inspection, the driver and each subsequent driver must sign the report. Reports that are used by more than one driver require additional lines for subsequent signatures. Any number of trailers may be inspected and added to a single report if the report contains additional lines for additional trailers.
Expired reports must be forwarded to the operator as soon as possible, but no later than 20 days after the date of inspection.
Reports must be forwarded to the operator's principal place of business, or to a terminal or business address specified by the operator. Report books that are full, or have passed the operator's pre-determined end-date or use period, must be forwarded to the operator's principal place of business, or to a terminal or business address specified by the operator. NOTE: If the daily inspection reports are contained in a book that is kept in the commercial motor vehicle, and the operator has regular access to the vehicle, the reports are deemed to be submitted when they are in the truck, bus or school purposes vehicle, and do not have to be forwarded to the office within the day timeframe.
Line-item language may be altered to a "like meaning.
Operators are free to add and re-arrange line items. Operators can combine daily inspection reports with schedules, and they can be on the same document. Single reports may also be combined with hours of service logbooks, as long as all line items for both requirements are included. Here are two examples:. If the vehicle is always inspected at the same starting location as the driver's trip or shift, a check box may be used to indicate that the odometer reading applies to the inspection reading, as well as the driver's start reading. Inspection-report formats and layouts are not prescribed by regulation.
The regulation sets out a minimum of information to be recorded on a report. In the following samples, "Signature of each driver who was not the inspection person" may be removed if the vehicle is inspected by the driver and not driven by a second driver. Ontario operators may include a "certification of repairs" section on inspection reports to track defects and repairs.
When a report lists a defect, and the defect was repaired without the operator creating a separate repair order, the repair and any parts used must be noted on the report. In this case, the report becomes a maintenance record and must be retained for two years. Report books kept in the vehicle may only be used for a vehicle that returns at the end of the day to a location where the operator has access to the vehicle and the book.
The operator must be able to produce the book upon an officer's request.
Also, defects written in the book must be reported to the operator verbally, by telephone or other means when the book is not handed into the operator. A report book must be carried, and produced upon the request of an officer. If the inspection schedule is not contained within the book, the driver is required to carry and produce the applicable schedule. The following information must be printed somewhere on or in the book;.
Sample optional information items that may be printed somewhere on or in the book:. The driver is required to record a defect on the report immediately after the initial inspection, upon discovery of a defect while travelling at the first opportunity when vehicle is stopped and parked safely off the highway , or when discovered at the end of a trip or day.
Minor and major defects, which are listed in a schedule, must be reported to the operator immediately upon discovery by the driver or inspection person. Depending upon the driver's situation, reporting to the operator may be done in person, by phone, via written report or by electronic means.
A driver may continue to drive with a minor defect that is listed on an inspection schedule if the defect has been entered immediately on the daily inspection report and reported to the operator. This defence applies only if the driver has found, recorded and reported the defect to the operator prior to an examination of the vehicle by an officer. It is important to note that, while the driver has a defence for driving with a minor defect listed on a schedule, the operator can be charged.
Daily inspection reports and under-vehicle reports, results of an inspection, and inspection schedules may be kept in an electronic recording device. Vehicle maintenance, repair records and documents may also be kept in electronic format, provided that the operator or a person designated by the operator prints and signs a copy of a report or document when requested by an officer. Inspection reports and notices issued by an officer are to be stored at the operator's principal place of business, or at a terminal or business address specified by the operator.
Daily inspection reports are to be kept for at least six months. Vehicles plated in a province or territory other than Ontario may operate in Ontario if the vehicle s were inspected and an inspection report completed, in accordance with the daily inspection requirements of:. This also applies to out-of-province plated vehicles that are driven by Ontario licensed drivers who drive the vehicle only within Ontario.
Trucks or buses bearing US plates may operate in Ontario if the vehicle s were inspected, and a daily inspection report completed, in accordance with the daily inspection requirements of the US, or any province including Ontario, or in accordance with National Safety Code Standard 13, as of May , which is published by the Canadian Council of Motor Transport Administrators.
Where a daily inspection was completed in accordance with US requirements, the driver must carry and produce a daily inspection report that is not more than 24 hours old. Where a driver does not have access to the vehicle's daily inspection report, an inspection must be conducted in accordance with Ontario rules.
NOTE: In the US, drivers are not required to do a trip inspection report if no defects are found during an inspection.
This does not allow them to come to Ontario without a trip inspection report. If no report is completed in the US, then a driver must complete a report in compliance with Ontario regulations, NSC Standard 13 or another province in order to be in compliance in Ontario. Periodic inspections are required for commercial motor vehicles, trailers and converter dollies, in order to reduce accidents due to mechanical defects and improve highway safety throughout Canada. The annual and semi-annual inspection requirements are the minimum under the law. The legislation regarding periodic mandatory inspections varies between jurisdictions.
However, the length of time that the inspection is valid varies between jurisdictions. Operators should check with the requirements of all the jurisdictions in which they intend to operate prior to doing business there. Ontario — along with most Canadian jurisdictions — has adopted the National Safety Code 11, Part B, Periodic Commercial Motor Vehicle Inspections NSC 11B , as the inspection criteria for annual, semi-annual and safety standards certificate inspections for commercial vehicles, school purposes vehicles and accessible vehicles.
Each part is organized into sections of the vehicle:.