How Equipment Management Software Ensures Compliance

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How Equipment Management Software Ensures Compliance

Compliance is a matter that can make or break any company, especially a company that operates heavy equipment. Equipment management software is crucial in establishing fleet compliance within organizations that use heavy machinery and ensures that those companies do not break due to the consequences of not being compliant.

Equipment management software encompasses DOT requirements such as Daily Vehicle Inspection Reports (DVIR), audits, and maintenance. DVIRs allow operators to perform regular checks on vehicles and report any issues found, reducing the risk of non-compliance.

Audits serve as a comprehensive evaluation of equipment and processes. Audits identify areas that need improvement to promote compliance with industry standards as well as regulations.

Additionally, proper maintenance of equipment not only extends its lifespan but also ensures that the vehicle remains compliant with relevant regulations and standards. With a robust

equipment management program in place, organizations can ensure that equipment is safe, compliant, and ready to perform at all times.

What is Fleet Compliance

Duty of care is the responsibility a company has to provide safe conditions. Duty of care applies to customers entering a store or employees completing workplace activities. If the floor is wet, an employee must provide a sign to alert customers. This also applies to providing safe and properly maintained equipment.

Fleet compliance is a duty of care the company owes workers or others on the road. Regulations are in place by the DOT, OSHA, and FMCSA to ensure that equipment is safe for operations. Regulations include maintenance and inspections of fleet vehicles as well as equipment. To be compliant is to enforce and provide the means to follow the laws and regulations set forth to protect workers and other drivers.


A Driver’s Vehicle Inspection Report (DVIR) is an inspection that workers must regularly conduct to make sure that equipment or vehicles are adequately maintained. Depending on the industry or vehicle the assessment may have a different checklist, however, certain aspects are required on the checklist. A company has the responsibility to hold drivers accountable for the DVIR. The company must also be able to produce records of DVIR for audits in order to remain compliant with FMCSA and DOT regulations.


Enforcement officers with various government agencies such as the DOT may request audits to verify that companies are complying with regulations. If a company is unable to provide records that company may be penalized with fines and, worst case scenario, operation shutdowns. Compliance is not only important for safety but legally required. Company reputation also relies heavily on these audits and prioritizing safety. Maintenance plays an important role in remaining compliant.


DVIRs are conducted to ensure that vehicles are safe for operations. If equipment or vehicles do not pass inspection, assets need to go into downtime. DVIRs and maintenance are required for fleet compliance. This can be a pain point for management if not processed efficiently.

Equipment Management Software for DOT Compliance

Staying compliant with DOT regulations is critical but difficult to manage with just paper and pencil. Equipment management software can aid in DOT compliance. A major issue in staying compliant is holding drivers accountable for DVIR reports or producing documentation. Many companies in the industry complain that organizing paperwork and DVIR is a setback. Sometimes the unorganized paper system wastes precious time and can be the difference in scoring well for an audit.

Equipment management software offers a paperless solution for any report including DVIRs. A driver can complete the inspection on a customized digital document for management to see in real-time. The software holds drivers accountable because management has full visibility over the inspections.

Work orders and maintenance are also made available and simple with equipment maintenance software. Managers are able to track parts inventory to ensure that parts are in stock for maintenance. Managers can also track vehicle hours, usage, and miles. Equipment management software increases productivity and vehicle uptime. Saving the company on the most costly aspect in the industry, downtime.

Equipment Management Software Benefits

  • Improved Asset Tracking
  • Streamlined Maintenance Scheduling:
  • Better Data Analysis
  • Digitized Paperwork
  • Enhanced Communication
  • Fleet Compliance

Northwest Repossession

Northwest Repossession is a company based in Northern Illinois that operates 24 vehicles. The fleet consists of heavy equipment such as tow trucks, flatbed trucks, and spotter cars. As a competing member of the repossession industry, Northwest Repossession was in need of solutions for fleet compliance.


Many companies in the fleet and heavy equipment industry become complacent with paper logs. However, companies such as Northwest Repossession began having issues with tracking down paperwork for mechanics. Paperwork became a major issue for Northwest Repossession once management realized how many problems were going unfixed due to the disorganization of paper logs. As a solution to this paperwork disaster, Northwest Repossession invested in Whip Around. Whip Around provides digitized logs and further maintenance solutions.


Before implementing Whip Around, Northwest Repossession struggled with compliance, which can be extremely harmful in the industry. Before tackling compliance with Whip Around, management had to worry about drivers being pulled over by enforcement officers, as the company was known by enforcement to be non-compliant.

The compliance issue was simply due to a lack of organization. Whip Around software offered the company peace of mind in compliance. Fleet maintenance software revamped the company so that compliance issues were non-existent.

As discussed, compliance can make or break a company in the highly competitive fleet industry. Fleet compliance solutions are essential, which include equipment management software. For a company that utilizes heavy equipment to make it, those companies must maximize equipment management software for DVIRs, audits, and maintenance.

What’s next? Book a Whip Around demo to learn how the platform can ease any compliance, reporting, inspection, or maintenance issues.

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