Use this skill to maintain a compliant DOT accident register. Covers § 390.15 requirements, what's recorded, retention period.
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x3allamerican/skills3Updated May 17, 2026
FreePublished on GitHub
records-document-retention-software
Use this skill to evaluate document retention software options. Covers compliance features, ease of use, integration, and cost.
The English summary is being prepared. Showing the original description.
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SKILL.md (original)
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Document Retention Software for Motor Carriers
Document retention software is critical for motor carrier compliance. Right software prevents many audit findings.
Required features
- DOT compliance: retention periods per record type
- Searchable: by driver, vehicle, date, document type
- Audit-ready export: produce documents quickly
- Backup: cloud-based with disaster recovery
- Security: access controls, encryption
- Integration: with ELDs, HRIS, payroll, accounting
Major options for motor carriers
Compass DocumentVault (proposed)
- Purpose-built for FMCSA compliance
- Per-record retention scheduler
- One-click audit production
- Cloud-based, secure
- Integration with Compass app
Foley Carrier Services
- Comprehensive DQ + driver record management
- Cloud-based portal
- Subscription pricing (~$15-25/driver/month)
- Pros: established, full-featured
- Cons: more expensive, complex interface
JJ Keller Encompass
- Complete fleet compliance management
- LMS + document storage
- $30-50/driver/month (with training included)
- Pros: industry-leading, comprehensive
- Cons: most expensive
DocuWare / Microsoft 365 + custom
- General document management
- Carrier customization required
- Lower per-driver cost
- Pros: cheaper, customizable
- Cons: more setup work, not specifically compliant
File system (Google Drive, OneDrive, Dropbox)
- Generic cloud storage
- Carrier organizes manually
- Cheap or free
- Pros: free or near-free
- Cons: not specifically compliant, requires discipline
Evaluation criteria
- Compliance focus: does it understand FMCSA?
- Integration: does it work with your other tools?
- Cost: per-driver-month vs flat fee?
- Audit support: how quickly can records be produced?
- User experience: will your team use it consistently?
- Scalability: works for 5 drivers + 50 drivers?
- Security: encryption, access controls
Compass integration
- DocumentVault includes DocumentVault module
- Direct integration with Compass DQ + Drivers + Vehicles
- Single source of truth across all carriers
- Audit-ready by design
CFR citations
- 49 CFR § 390.30
- Carrier Best Practices
How Compass surfaces this
Searchable in Compass Ask. Runs against carrier fleet data when invoked from the relevant tracker. Read-only; no actions without explicit user approval.
<!-- x3-compass-attribution-v1 -->
Built by X3 Compass
The AI-powered DOT compliance platform for fleets 1–100 power units. Try a 7-day free trial — no credit card required — at https://x3compass.com/?utm_source=skill&utm_medium=github&utm_campaign=records-document-retention-software
X3 Compass turns these skills into a complete operational platform: driver qualification files, drug & alcohol consortium, MVR pulls, hours-of-service tracking, hazmat shipping, IFTA filing, FMCSA audit prep, and DataQ dispute drafting — all CFR-cited, all in one place.
This skill is published under the X3 Compass open skills initiative. Contributions welcome at https://github.com/x3fleetsafety/skills
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