Papers at a scale

[ihamner]

This is probably one of those "duh" things but I thought I would mention it anyway. We were pulled into a scale in South Carolina last night for a level three inspection. The officer had us park and bring in our paperwork. I just thought some of you newbies would be interested in this. We keep a three ring binder with clear plastic sleeves and each sleeve has one of our important papers in it (like the cab card, IFTA license, annual vehicle inspection report, Hazardous Materials Permit, etc.) This binder is kept just over the driver's side. When we were pulled over at the scale last night Frank was in and out in only about 5 min because he quickly had in his hand exactly what the officer told him to bring in. He didn't have to scramble around to find those papers.

Whereas the driver in front of us went in with all sorts of dirty papers and stuff saying he couldn't find everything. Frank said the poor guy was visibly shaken (sweating like crazy and his hands were shaking so much he was fumbling with the papers).

We found right away that having everything right together and organized was the answer. india

India Hamner
[font color="purple"] FEDEX [/font][font color="blue"]Custom Critical[/font]
D Unit
America - Home of the free because of the brave!

 

[RichM]

I used to do something similar. I had a loose leaf binder with all of the states and provinces having a slot. Up front was the cab card,hazmat stuff and other Federal info needed. Not only was everything organized but it would impress the DOT folks especially having the DOT Haz/mat chart in full view. In and out in 5 minutes.

 

[LDB]

Excellent systems. For those that do hazmat putting your paperwork inside the hazmat manual at the page for what you are carrying can sometimes catch an officers attention in a favorable way as well.

Leo Bricker, 73's K5LDB
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Owner, Panther trucks 5508, 5509, 5641
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[theoldprof]

I have also heard of sticking a Post-It Note on the hazmat page and letting it hang out slightly. The stickum note is not as likely to slip out of the page as a paper would.

:+ :+

 

[TeamCaffee]

Very good ideas but I had to go one stop further with our paperwork. I get very nervous going into the scale house and I think the officer in every states calls the paperwork by a different name. I made labels for our registration which I think has at least 5 names. I also made labels for the insurance card and other multi names items. We use the notebook also with the clear plastic sheets to hold everything.

On the HazMat paperwork we where told both things. Have the book with a RED post it on the correct page. Have a Red post it on the actual HazMat paperwork and also consider highlighting the proper shipping name.

There is no reason not to be neat and orderly when walking into a scale house. Now if I could just get over the shaking part!! I always felt the same way when going into the principles office!

 

[pelicn]

We also have a 3 ring binder with each piece of information in a separate vinyl sleeve. It makes everything easy to read, it stays neat, and like India said, the scale house experience is much smoother when you're organized.

 

[LDB]

>I always felt the same way when going into the principles office!

Now if that doesn't sound like multiple trips I don't know what does. :+

Leo Bricker, 73's K5LDB
OOIDA Life Member 677319, JOIN NOW
Owner, Panther trucks 5508, 5509, 5641
EO Forum Moderator
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Support the entire Constitution, not just the parts you like.

 

[ATeam]

This is good information, especially for newbies. I especially like the tip about keeping your hazmat chart in full view. Had not thought of that one before.

Instead of a three-ring binder, we use a file organizer that zips shut, with the documents kept in document protectors inside. Pages are labeled the same way they would be in a three ring binder. The organizer lays flatter than a three ring binder, is more durable, and takes up less space.

When hauling HAZMAT loads and called into the scale, I have always left the HAZMAT shipping papers in the truck (door pouch or driver's seat). If the scale cop wanted to be picky, he or she could nail you for not doing so when you are out of the truck. If told to do so, I will return to the truck for them. If the shipper provides multiple copies, of course bring one copy in and leave the rest in the truck.

Newbies, please note that one of the most overwhelming moments in orientation is when they hand you the stack of permits and regitrations and this and that and other things. It is OK to be overwhelmed. It might be wise to plan for a day out of service immediately after orientation to review all the stuff and give your time to absorb and organize it.

 

[Broompilot]

I am with Pelican, Vinyl, in a plastic coated three binder note book. The kind with flat tabs as to keep in the seat holder.

Now I was warned by someone on this site, DO NOT OFFER ANY HELP. Just as I was told by that someone. "ITS IN THE BOOK" I make them look thru EVERYTHING offering no help.

NM, I open it for them as I passed by. Other than that "ITS IN THE BOOK." They always found it and I had no words except for direct answers, and "how are you today".

Amazing I have never ever had a problem, except in OK after VA failed to put a permit back in the book. OK did not care it was not there so I paid the fine $105.

Keep your permits UP TO DATE! ORIGINIZE IT SO ITS EASY FOR THEM TO FIND WHAT THEY WANT. I even put my Long Form Medical Sheet in there.

 

[Moot]

Con-Way supplied every O/O with a 3-ring binder with company name and logo on the cover. All permits were in plastic sleeves and printed on or affixed to different colored paper. The first page in the binder was an index, listing the order and color of the permit page. As permits expired, new ones were sent out in plastic sleeves and the index was updated. I still use it with Panther, but haven't bothered with an index.

The better prepared and more professional looking you appear, the greater the chance of getting through the inspection quicker.

 

[TeamCaffee]

>I always felt the same way when going into the principles office!

Now if that doesn't sound like multiple trips I don't know what does.

Now Leo I know you will find this hard to believe since we have met but he was on a first name basis with me and I was a on Mr. So and So level with him.

 

[silverdollar]

Years ago almost all big trucks had permit books,that is when you had a permit for every state along with your other paperwork.

 

[pelicn]

Scale house makes me nervous too, I'm always afraid there is something that I might be missing in that stack of paperwork and they'll send me up river. :'(
I did go into one one time, opened the book and asked "What do you need to see? The officer said some off the wall thing, and with that stupid look on my face, I opened the book, and said "Can you show me?" The man laughed, went right to it, and said have a nice day maam.
I guess having that "look" can be comical sometimes.

 

[TeamCaffee]

That is exactly what I was trying to say Pelicn! If they ask for it I assume I must have it and I am the goofy one for not being able to find it. I have wondered but have not asked do you think they have some kind of up the river prison for us chickens? I have just always afraid we have not dotted our eyes and crossed the t's exactly right!

I do have to admit I have always had good luck in scales I think partially due to our paperwork being in good order and easy to find and a nice clean well taken care of truck.

 

[pelicn]

We were told by an old timer long ago to keep your truck looking as good as possible, and don't have your dash filled with junk. If you get called in, make sure you're organized.
We've had good luck at the scales...except that one time I got an overweight ticket.:+ The officer even made a joke about it (still gave me the ticket) but he looked at Steve and said, ummmm, I'm NOT telling her she's 900lbs overweight, you can do it. LOL