Before switching providers, preserve six months of required RODS, supporting documents, original/edit history, annotations, unidentified driving records, and malfunction records in a retrievable format. Verify the new exact device/version in FMCSA's registry, test roadside transfer, and obtain current written contract, migration, access, support, and cancellation terms.
Cutover timeline and reconciliation
- 30–45 days before: inventory drivers, vehicles, cables, integrations, records, open malfunctions, contract exit, and export rights.
- Before pilot: export the required historical set with originals/edit history and verify readability; map identities and vehicles without reusing accounts.
- During the pilot, compare records for the selected vehicles. Agree with both providers which system holds the official record at each stage so the test does not create conflicting logs.
- On the switch date, assign one person to coordinate changes. Record the last event in the old system and the first in the new one. Verify driver and vehicle assignments, data transfer, and the contacts responsible for support and the documented recovery plan.
- After cutover: reconcile missing/duplicate events, retain old access or immutable exports, close integrations, revoke credentials, and record acceptance.
What to check
| Check | How to verify |
|---|---|
| 1. Export the required historical record set | Export a named six-month or applicable range with required RODS and supporting documents; retain file hash, count, gaps, and open/read result. |
| 2. Preserve original records, edits, annotations, and certifications | Keep originals, proposed and accepted edits, annotations, unidentified-driving disposition, certifications, audit history, and source-system identifiers. |
| 3. Verify the new registration, vehicle compatibility, and software versions | Save the new official-list match, vehicle/VIN, connector, cable, device serial, hardware/software, engine values, and pass/fail result. |
| 4. Test vehicle assignment, duty statuses, certification, and transfer | Retain login and assignment, driving and non-driving statuses, edits, certification, requested transfer range, routing entry, receipt, failure branch, and retest. |
| 5. Prove access after cancellation and assign retention ownership | Keep the cancellation and access clauses, account owner, export/retrieval steps, post-cancellation test or enforceable procedure, retention location, reviewer, and exception. |
Before you act
Use this guide to plan your checks; it does not guarantee compliance, savings, safety, inspection results, or other operating outcomes. Keep original records and follow the current rules and the manual for your installed device.
Sources and review date
Reviewed August 10, 2026. Check the current rules, device registration, product instructions, and commercial terms before making a decision.
- Office of the Federal Register and U.S. Government Publishing Office — Current 49 CFR Part 395 text covering HOS limits, exceptions, RODS, supporting documents, ELD duties, and technical requirements.
- Federal Motor Carrier Safety Administration — Official registered-device list and manufacturer self-certification/non-endorsement language.
- Federal Motor Carrier Safety Administration — Official supporting-documents FAQ covering categories, quantity rules, six-month retention, and pre-2000 engine evidence.