Improving Safety With Continuous Background Screening in Transportation

In the United States, transportation industries face strict regulation from the federal government, and individual states may impose additional rules. Most often, these rules center around ensuring that carriers of cargo and people only hire safe drivers to avoid the considerable risk to life and property. When heavy loads and high speeds are at play, even one lapse in judgment could lead to a fatal tragedy. That’s why background checks are a cornerstone of the hiring process. Should carriers go further and embrace continuous background screening for transportation workers?

Continuous screening means regularly monitoring someone’s background and suitability. Transportation operators can better understand their truck drivers using the appropriate solutions and approaches. That could provide many benefits, from improved safety to improved peace of mind about regulatory compliance. This white paper explores why you should conduct background checks beyond the initial screening phase.

Beginning with an overview of the subject, we’ll examine the benefits of this approach and the methods available to you. We’ll also cover potential pitfalls and roadblocks you may need to navigate. The transportation industry is a vital part of the economy—but it is just as crucial to ensure safe operation.

Let’s explore how you can position your business to deliver excellence while building a reputation for safety and reliability.

Continuous Monitoring: A Definition and Overview

Background checks aren’t a tool only for use at the time of hiring. The Department of Transportation (DOT) and the Federal Motor Carrier Safety Administration (FMCA) already recognize that. DOT regulations require carriers to update their driver’s licenses, Motor Vehicle Records (MVRs) and background once every year. With an existing need to re-screen CDL drivers, investing in a continuous monitoring service can yield helpful results. What is this process?

Ongoing monitoring is a screening tool used across industries, not just trucking. In continuous criminal background check monitoring, employers can learn about changes to an individual’s record. That might mean a new conviction or a pending charge following an arrest. Such timely information alerts employers to potential business risks or threats. Continuous monitoring may extend to a person’s motor vehicle records in the transportation industry.

Checking records continuously on your own would be time-consuming and expensive. Third-party services, such as backgroundchecks.com, enable the adoption of an ongoing policy without administering it directly. Instead, services use automation to monitor a combination of proprietary databases and public records. When a record matches one of your subjects, you receive an alert.

Such tools provide employers another option for managing risk and meeting background check requirements. With the appropriate disclosures and consent gathering from employees, this process is also FCRA-compliant. Its usefulness is apparent, considering its adoption across the industry.

Ridesharing companies adopted this technology years ago to better maintain the safety of their fleets. Regulated transport providers should strongly consider adopting it as well. Why?

The Key Reasons to Invest in Continuous Monitoring

Adding another element to your DOT background check process might seem like yet another task on HR’s plate. However, the opposite is true since continuous monitoring is a largely hands-off process. You gain an additional layer to your safety net while HR only needs to set up the monitoring for each new employee. When new incidents occur, passing the information to the appropriate decision-makers is simple.

One reason to consider this service is the ease of adoption compared to the peace of mind generated. There are other key benefits you can bring to your business, including the following:

• Identify problematic issues with transportation employees as soon as possible. For example, a driver who faces DUI charges may no longer be qualified to work as a truck driver or shuttle bus operator. A serious accident with injuries is also a red flag that can help protect your business from a driver who causes harm on the job.
• Opportunities to engage in remedial training. Not every red flag is cause for termination, either by law or an employer’s judgment. Minor problems like speeding offenses or low-level moving violations may indicate a need for refresher training and a second chance. Outright firing an employee creates a hiring need, which is costly in its own right. Use continuous screening to help retain the best drivers.
• Create a deterrent to bad behavior on the road, at work and off-duty. Drivers who know that any issue with their report will result in a hit from ongoing monitoring may be more likely to obey the road rules. However, beware of creating the impression that drivers are under constant surveillance.
• Protect your company’s reputation from harm caused by reckless or dangerous drivers. Develop and maintain a track record for safety and keep your score high. Whether you transport freight or passengers, a high safety score is essential for commercial motor vehicle operators.

These advantages make it clear that there are many good reasons to invest in such a service. The next thing to understand is what continuous monitoring could reveal.

What Can Appear on Continuous MVR Monitoring?

If you choose to use the continuous monitoring tool, it’s critical to understand how to use it properly. You must promptly review any incidents that appear on a driver’s report. Failure to do so could mean overlooking a severe infraction or violation that may require action on your part. In most cases, you will receive a message from your consumer reporting agency when new information appears on a driver’s report. The message will usually inform you of new MVR or criminal background information and invite you to review the information. What are some of the incidents continuous monitoring could uncover?

You might receive an update if a driver is charged for some of the following examples:

• Assault or battery
• Homicide
• DUI/DWI
• Burglary or robbery

During ongoing MVR monitoring, an agency screens an individual’s driving record at intervals for new deviations. Some of the examples of violations in this category include:

• License suspensions or revocations.
• Driving with a suspended license.
• Driving under the influence of drugs or alcohol.
• Most moving violations, such as reckless driving, speeding, and other acts contrary to the rules of the road.
• Failure to wear a seatbelt.

Trucking issues, like weigh station violations, are separate matters that aren’t usually tied to an individual’s MVR. You’ll need robust compliance procedures to maintain transparency in your work.

Are Ongoing Background Checks for Commercial Drivers Different Than the DOT Clearinghouse?

Some transportation employers may hear about continuous monitoring and think: “Don’t I already do that?”

Let’s consider the DOT’s Drug and Alcohol Clearinghouse to avoid potential confusion. Because the government encourages employers to use this resource, many may believe they’re already engaged in ongoing monitoring. However, this is an entirely different beast from the services offered by private consumer reporting agencies. While it is a form of continuous monitoring, it is limited to substance use tests only.

In other words, the Clearinghouse reports drug and alcohol test failures promptly. Transportation employers have requirements for drug testing, but they may also go above and beyond those requirements. Individuals may also need to submit to such tests in other contexts. If your employee or applicant has a recent positive drug test, you can discover it quickly and take the appropriate legal action.

Unlike subscribing to a private monitoring service, the Clearinghouse requires employers to initiate a query about an individual. There are payment plans to equip a business with the capacity to submit multiple requests without individual fees. However, it is still a helpful tool that provides another layer of safety and reliability for issues that may not always appear on an MVR or background check.

This type of service is also separate and different from the Pre-Employment Screening Program (PSP). The PSP is only for screening new hires. It contains three years of roadside inspection reports and the driver’s last five years of crash records—a continuous program. While useful, it isn’t focused on what happens after hiring.

Be Aware of the Potential Challenges in This Space

While an extra layer of safety and monitoring are positive additions to your business, they demand more consideration. You may need to navigate potential pitfalls or roadblocks. Consider these possible issues and their possible impact on your processes.

First, meeting Fair Credit Reporting Act (FCRA) requirements is always critical. Failure to do so could mean fines and lawsuits. Since continuous monitoring is a form of consumer reporting, you must meet all the requirements.

These requirements may mean periodic re-authorization from the subject to continue their consent to a background check. Initial disclosures and consent gathering are also critical. At backgroundchecks.com, we support clients with compliance solutions to help them meet these obligations.

Next, drivers may be concerned about their privacy. Consenting to a background check annually is significantly different from having their record monitored on an ongoing basis. If you adopt such a system, prepare for potential pushback from drivers. Emphasize a culture of safety and accountability to achieve buy-in. Clearly explain what the program entails.

You must also have a clear policy for handling traffic violations or new convictions that appear due to ongoing monitoring. Remember, you must apply that policy even-handedly with all employees. You may be suspected of discriminatory practices if some drivers receive different treatment based on the same results.

Creating a Continuous Monitoring System That Works

We’ve discussed the definition of continuous monitoring, explored its benefits, and considered potential drawbacks. There’s just one step left: setting up a process for your company. Once you decide to incorporate this system into your transportation business, there are a few steps to take, such as:

• Know where to find the data you need. Remember, criminal record checks and MVRs are drawn from different sources. Determine which approach you want to take for this type of screening.
• When setting up this tool, use the same best practices and guidance you rely upon for pre-employment screening. This process includes principles of fairness, equal opportunity, and informed consent. Always keep legal compliance in mind.
• Collaborate with a trusted third-party vendor. Handling this alone could be burdensome, especially for carriers with a large team of drivers. At backgroundchecks.com, we support trucking and transportation companies with flexible solutions and transparent, easy-to-understand reporting.
• Know how to take adverse action based on a continuous monitoring hit. Remember, the individual still has a right to dispute your findings. Adapt your adverse action workflow to this type of screening, too.

With proper planning and trusted support from an experienced reporting agency, you can improve safety and oversight easily today.

Consider Adopting Continuous Monitoring in Transportation Today

Continuous monitoring is not the same as the pre-employment background check, which is a one-time affair, while the former keeps you informed throughout an employee’s tenure. In many other industries, employers have begun to adopt such tools voluntarily. In the transportation sector, embracing ongoing monitoring can be crucial for shoring up your safety.

Remember, an individual who seems perfect at the beginning of employment may later get into trouble. They might cause an accident off-duty or get a speeding ticket while operating a company vehicle. Without a system to help understand when drivers no longer behave safely, your system always has an additional element of risk.

With backgroundchecks.com, embracing continuous background screening for transportation employees is simpler. Our ongoing services and MVR solutions can help keep you informed about all the regulated drivers on your payroll. Combined with access to the Drug and Alcohol Clearinghouse, you can build an approach that makes more sense for today’s safety culture. Learn more about these tools, evaluate your existing strategy, and determine the best way to protect the public and your business.