Records document retention software

Skill x3fleetsafety/skills/skills/records-document-retention-software

Open-source Agent Skills for DOT / FMCSA compliance. Drop in any AI coding agent (Claude Code, Cursor, Cowork) so it knows trucking regulations like a fleet safety pro.

Install

npx -y skills add x3fleetsafety/skills --skill records-document-retention-software

Assembled from the repository path, not quoted from the project. Check it against their README if it does not work.

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What its author says it does

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Use this skill to evaluate document retention software options. Covers compliance features, ease of use, integration, and cost.

SKILL.md

3.2 KB, 688 tokens by cl100k_base, as published. Nobody here has run it

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.

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