Roadside Inspection Data: What Gets Recorded

The Inspection Report Structure

Every CVSA roadside inspection generates a structured data record called the Driver/Vehicle Examination Report. This report captures detailed information about the inspection event, the vehicles and drivers examined, and any violations discovered. Understanding exactly what gets recorded helps fleet managers, drivers, and safety professionals interpret inspection results and manage their data profile in FMCSA systems. View your carrier's inspection records through the TruckCodes inspection portal.

Inspection Event Data

The report header records the inspection date, start and end times, location (state, county, and specific site), and the inspection level performed (I through VI). The inspector's name, badge number, and certification information are documented. The time zone and whether the inspection occurred at a fixed facility, roadside, or carrier terminal is noted. This contextual data helps identify geographic and temporal patterns in inspection activity. Some enforcement areas conduct more inspections during certain seasons or at specific high-traffic locations.

Carrier Identification Data

The report records the carrier's USDOT number, legal name, physical address, and the MC/MX or state permit number. If the carrier information visible on the vehicle differs from what appears in FMCSA records, both are documented. The inspector verifies the carrier's identity against the markings on the vehicle as required by 49 CFR 390.21. Discrepancies between vehicle markings and FMCSA records may indicate a carrier operating under another entity's authority. Verify carrier identification data through TruckCodes carrier search.

Vehicle Data Recorded

For each vehicle inspected, the report captures the license plate number and state, Vehicle Identification Number (VIN), year, make, and vehicle type. The unit number assigned by the carrier is also recorded. For combination vehicles, each unit (tractor, trailer, dollies) is documented separately. The VIN links the inspection record to the vehicle's specification data, which can be decoded through the TruckCodes VIN lookup tool. Vehicle data enables tracking of inspection history for individual units across their operational lifetime.

Driver Data Recorded

The report documents each driver's name, date of birth, commercial driver's license number and state, license class, and endorsements. Medical certificate status and expiration date are verified and recorded. Hours of service compliance data including the current duty status, hours available, last 24-hour restart, and ELD or log status are captured. For team driver operations, both drivers' information is recorded. Driver data flows into the Driver Safety Measurement System, affecting individual Pre-Employment Screening Program (PSP) reports.

Violation Records

Each violation identified during the inspection is recorded with its specific FMCSA violation code, the corresponding CFR section, a text description of the deficiency, and whether the violation resulted in an out-of-service (OOS) order. Violations are categorized as either vehicle or driver violations. Vehicle violations are further associated with the specific unit (tractor or trailer) where the deficiency was found. The severity weight assigned to each violation determines its impact on CSA BASIC scores. An inspection with no violations is recorded as a clean inspection, which positively affects the carrier's safety measurement.

Out-of-Service Actions

When a violation meets out-of-service criteria as defined by the CVSA Out-of-Service Criteria handbook, the inspector orders the vehicle or driver out of service until the condition is corrected. The report documents which specific violations triggered OOS orders, the time the OOS order was issued, and the conditions for release. Vehicle OOS orders may require the vehicle to remain parked until repairs are made. Driver OOS orders may prohibit the driver from operating any CMV for a specified period (typically 10 hours for HOS violations or until a valid medical certificate is obtained).

Post-Inspection Data Flow

After the inspection is complete, the report data enters the state's inspection reporting system. From there, it is transmitted to FMCSA's Motor Carrier Management Information System (MCMIS) where it becomes part of the carrier's permanent safety record. The data feeds into SMS BASIC score calculations, updating the carrier's percentile rankings. Inspection data is typically visible in FMCSA public systems within days to weeks of the event. Carriers should review each inspection report promptly and use the DataQs process to challenge any errors before they affect safety measurements. Access and analyze your complete inspection history through TruckCodes research tools.