Q-1: Does all DVIR information flow through IANA? Why doesn't it go directly to the IEP?

A-1: The information received from the motor carrier is incomplete with respect to the regulatory DVIR requirements. The IEP’s DOT number must be identified, as well as verification of the driver in order to provide an electronic signature. IANA uses the Global Intermodal Equipment Registry (GIER), the Intermodal Driver Database (IDD) and the Uniform Intermodal Interchange and Facility Access Agreement (UIIA) databases to provide this data.

Q-2: What is the turnaround time on having the DVIR’s entered into IANA or OCEMA?

A-2:: The DVIR system collects and transmits data every 5 minutes. The industry recommended practice is an electronic/virtual submission at the earliest safe opportunity, prior to gate arrival, to the extent possible.

The ingate submission process is supplemental to the virtual DVIR filing, therefore it cannot be assured that a DVIR will be accepted at the gate. If a DVIR is collected at the gate, the last DVIR filed is the DVIR of record.

If the Facility Operator registers with IANA, they will receive any DVIRs filed under the virtual pre-gate process.

Q-3: When will the DVIR access be available so it can be "tested?"

A-3: The IANA DVIR Processing System is available for testing today. Following registration, all users will receive detailed information regarding the data connection method chosen. For instance, EDI, XML, CSV, Fixed File Format, or Telephone – IVR.

Q-4: Your presentation mentioned that reports would be available to show the total of each type of RCD during any given time frame. Can this report be created to allow for sort by IEP?

A-4: The RCD Statistic reporting available in the DVIR application provides the overall total breakdown of RCDs by types based on DVIRs reported by the specific motor carrier and does not break this information down by IEP. We will be expanding the reporting features that will enable a motor carrier to lookup DVIRs it has reported by the alpha/numeric chassis ID, date, in addition to the DVIR Number. This report would include all information contained on the completed DVIR and would be available for download to an Excel format.

Q-5: If sending DVIR data to IANA via EDI 322 and my segment delimiter is a CR/LF, what do I use since IANA only allows one character in this field?

A-5: Please use a ! as the segment delimiter.

Q-6: If the terminating location code is not on the IANA list, how does it get added?

A-6: Requests to have new locations added to the IANA list can be done online at DVIR.Intermodal.org. Click on the Location Code tab on the homepage of the website and enter the appropriate contact details for the location and hit submit. New locations will be confirmed by IANA staff and then added to the list with 24 hours.

Q-7: How does a driver get a copy of the last DVIR?

A-7: The driver will not have access to the previous DVIR unless he/she happened to have submitted it. The driver is responsible for inspecting the current state of the equipment.

Q-1: When processing a DVIR, I received an error that the DVIR could not be processed because the equipment is not registered in GIER. What does this mean?

A-1: In order to process a DVIR with IANA, the chassis must be registered in GIER to allow identification of the proper IEP responsible for the maintenance and repair of the equipment. If the IEP has not yet registered their equipment, you will receive this error notice. The frequency of this notice will reduce as IEPs are actively adding large volumes of equipment into the system.

Q-2: Can DVIR communication method be changed at a later date?

A-2: Yes.

Q-3: If we have numerous offices around the U.S., does each of them sign up for an account or is there a single master account?

A-3: A motor carrier has a master ID that allows for universal access across multiple offices and facilities. Motor carriers will use the same user access code simultaneously in different locations, similar to the UIIA access. Reporting can be provided to indicate the location, driver, et cetera.

Q-4: If a motor carrier chooses to submit via XML or CSV, what method of delivery options of the XML or CSV file(s) from the carrier to IANA would be utilized?

A-4: The system connects via FTP. If any motor carrier chooses to submit DVIRs via XML or CSV or Fixed Format or EDI 322, the system will automatically add an FTP account on the IANA server. Also, the system will send FTP details to the motor

Q-5: Are the "location codes" standard firms codes or a proprietary coding from IANA?

A-5: IANA has assigned proprietary coding for use by the industry. We also provide the Standard Point Location Code (SPLC) assigned by the National Motor Freight Traffic Association (NMFTA), if available. IANA and the NMFTA have established a process to continuously coordinate locations and coding for cross-referencing purposes.

Q-6: Regarding location codes, we utilize several different types of terminals and have concerns about what happens if a driver enters an incorrect code, or a code for a specific location is not valid. If a wrong code is listed on the DVIR will we be notified?

A-6: The proper location code must be used by the driver to ensure deliver to the correct facility operator and maintenance and repair vendor. If a location is not represented in the IANA Intermodal Facility database as available at DVIR.Intermodal.org, the motor carrier can submit the location for addition to the system registry. The system updates the locations daily.

Q-7: Must a data file be completed by the motor carrier entering motor carrier information and all Driver (IDD ) information so the chassis DVIR information can be processed?

A-7: The Driver will be required to enter their IDD Pin Number, alpha/numeric chassis ID, location code of where the chassis will be terminated and the defect code being reported. In order for the DVIR to be completed through the Web Portal or the DVIR a match must be made on the alpha/numeric chassis ID and IDD PIN number entered by the driver.

Q-8: This is quite challenging for my drivers many are not savvy with computers and English is not their primary language. Are there any alternate language options?

A-8: The IVR System is set up to handle Spanish, as well as English.

Q-9: Are hard copies of DVIR reports still required if we use web or phone reporting system?

A-9: When completing a DVIR via the Web or the phone, the motor carrier will be provided with a number that is unique to the DVIR submitted. The regulations state that this information must be held for 90 days. Within that time frame, the motor carrier may access their DVIR account online and retrieve a copy of the completed DVIR using the assigned DVIR Number. This information can be downloaded into a pdf file or saved on the a computer. Reporting features will soon be enhanced, allowing companies to pull DVIRs for their specific SCAC Code by the alpha/numeric chassis prefix.

Q-10: Is the user's name assigned for the company, not the driver?

A-10: Yes, the user name is for the company, but the master user for the account manages and is responsible for whom they provide this access to. If you wanted to provide this to your drivers, you may do so.

Q-11: We use drayage companies to put some of our containers. Since these drivers are not under our motor carrier number, but will be picking them up under our SCAC code, how do we enter the information into the system?

A-11: Any driver that the motor carrier uses should be registered under that motor carrier’s SCAC code in the Intermodal Driver Database (IDD), so that the driver can be assigned a IANA IDD pin that will be used for the driver’s electronic signature and identify that the driver is active for the motor carrier SCAC.

Q-12: Is there a fill-in form available to simplify the process for submitting DVIR information?

A-12: DVIRs are to be submitted electronically. You may register at DVIR.Intermodal.org to submit DVIRS via IANA’s DVIR Processing System.

Q-13: If we summit incorrect information when filling out the DVIR, are we going to be notified? Is there going to be any penalty?

A-13: If any of the data cannot be processed on the DVIR as submitted, an error notice will be returned.

Q-14: How do I find information about EDI322? What does it cost?

A-14: Motor carriers may learn more by visiting the EDI tab at DVIR.Intermodal.org. There is no cost to transmit data to or receive data from IANA via EDI.

Q-15: If I tried to report DVIR for an IEP and the DVIR application returns error that equipment is not registered or IEP is not registered to accept DVIRs from IANA, what are my responsibilities under the regulation since I was unable to report the DVIR?

A-15: Motor Carriers would need to contact the IEP and advise that they attempted to report the DVIR but were unable to do so and ask the IEP what are their processes/procedures for reporting DVIRs on their equipment.

Q-1: There are other companies that offer DVIR processing. Will all IEPs be included in the IANA DVIR system or will I have to register with multiple systems in order to process DVIRs?

A-1: The IANA DVIR Processing System is the only system owned and operated as a non-profit entity and guided by all industry stakeholders. As an industry service, IANA provides the back office processing enabling the other 3rd party for profit systems to collect and deliver DVIRs. For instance, IANA can deliver DVIRs to the chassis.com system owned by Advent, Inc.

The IANA DVIR Processing System can deliver DVIRs to any IEP, Facility Operator (FO) or Maintenance & Repair Vendor (MRV) that registers with IANA or any other system that agrees to interface with IANA.

Under the regulation, each IEP may define its own process for DVIR processing. Therefore, motor carriers may come across proprietary IEP systems that are not a part of the overall solution organized at the industry level.

IANA is actively pursuing connectivity with other systems in order to ultimately provide a single portal for DVIR submissions.

Q-2: I know that currently there are specific IEPs that are registered with other systems, but for which IEPs will your system provide DVIR delivery?

A-2: Please visit the DVIR.Intermodal.org home page to review IEPs that receive DVIRs from IANA.

Q-3: If we are already registered with www.chassis.com, must we also register to use this system, or do we get to choose either one?

A-3: IANA advises registration for all industry IEPs, Motor Carriers, Facility Operators and M&R Vendors at DVIR.Intermodal.org.

Q-1: Will there be any charge to my company for using IANA's reporting system?

A-1: IANA does not charge Motor Carriers to submit DVIRs. Additionally, IANA provides EDI, XML, CSV and Fixed File Format data inflows without transactional charges to any party (MC, IEP, FO or MRV). IANA provides storage and retrieval of DVIRs in order to meet the regulation timeframe of 90 days. Anyone wishing to extend the storage and retrieval capabilities beyond 90 days may do so for a fee of $250 per year.

Telephone line charges will be incurred by the Motor Carrier for DVIRs submitted over the phone.

Q-2: What charges are incurred by the Motor Carrier for telephone based DVIR reporting via the Interactive Voice Response (IVR) System?

A-2: IANA provides a service whereby drivers can use the telephone-based system for reporting DVIRs. The cost to motor carriers are as follows:

$0.12 per minute for toll free access
Estimated $0.10 per minute for direct dial service (currently under development)

The rates reflect reimbursement to IANA for maintaining the toll free access line and IVR telephone charges incurred while the driver is on the telephone. The motor carrier signs up for the service and will be billed monthly by IANA for any minutes used by a driver using an IDD PIN uniquely assigned to the driver and associated with the motor carrier.

Q-3: If we go to the IVR route, will the billing be broken by drivers pin?

A-3: Yes

Q-4: What is the rate/cost to join the IANA DVIR processing as a Motor Carrier, IEP & M&R vendor? Within all our different companies we are part of all three divisions.

A-4: There is no charge to Motor Carriers, Facility Operators or M&R Vendors to utilize IANA’s DVIR Processing System.

As a service to the industry and to facilitate IEP regulatory compliance, the leadership of the Intermodal Association of North America (IANA) has decided to provide Driver Vehicle Inspection Report (DVIR) processing for IEPs at No Charge from June 30, 2010 through December 31, 2010.

In order to take advantage of this program, IEPs must meet the following criteria:

1. IEP is an IANA member in good standing;
2. IEP has active equipment registered in the Global Intermodal Equipment Registry (GIER); and
3. The IEP has authorized IANA to receive, process, direct deliver and store DVIRs on its behalf under IANA’s DVIR Processing System (see attached information on the System).

Although several DVIR systems exist, the IANA DVIR Processing System is based on the stakeholder-developed DVIR Recommended Practice and is owned and operated by IANA, the industry’s not-for-profit trade association.

Q-1: What will happen if the driver arrives at the gate and the DVIR has not been transmitted? Will the gate still accept? If not submitted, will the driver be denied access until the DVIR submission is received?

A-1: If a facility does not accept DVIR information at the in gate, the facility/ terminal would not have any knowledge of whether DVIR information has been submitted to the IEP. Virtual DVIR information is transmitted to a facility and/or a M&R vendor to enact gate hold/bad order/repair status only if the IEP has elected to have that specific facility notified as part of their (the IEP’s) DVIR procedure.
A specific facility can establish its own policy regarding returned equipment and the associated DVIR.

Q-2: If there are no defects, are we required to enter a DVIR for every chassis under our control?

A-2: Yes, under the current regulations (396.11 (b))… “If no defect or deficiency is discovered by or reported to the driver, the report shall so indicate.”

Q-3: Will all terminal locations be able to receive a verbal DVIR from driver at gate?

A-3: Not all terminals will accept a verbal equipment condition status from the driver.

Q-4: We are a foodservice distribution company, and we have our own trucks. We occasionally pick up steamship containers from Ports and Railroads. Does this new process apply to us? We do not pick up any rail controlled equipment.

A-4: All motor carriers are required to adhere to and comply with the FMCSR’s. If you handle intermodal chassis that are interchanged between the IEP and a motor carrier, you are required to be in compliance with the regulations.

Q-5: Will the driver still receive an "ingate?"

A-5: The current inbound interchange receipt process is not affected by these regulations, however many facilities that elect to follow the ingate/at gate DVIR submission process, will provide an expanded interchange receipt that includes the RCD items reported by the driver.

Q-6: As far as the supplemental or at gate inspection, can this take the place of the driver calling in while on the road? If it's the same information, why report it twice?

A-6: If a driver is reporting DVIR information at a facility that supports the ingate/at gate acceptance of DVIR information, a driver or motor carrier does not need to furnish this information twice.

Q-7: Does the DVIR need to be reported same day? For example, if a DVIR is entered on Friday, but the chassis is not returned until Monday…..is it still a valid DVIR as long as no changes have occurred, i.e. equipment condition, location or damages?

A-7: The industry Recommended Practice states that an electronic/virtual submission should take place "at the earliest safe opportunity, prior to gate arrival to the extent possible." It further states "… must update any pre-gate RCD submission if equipment condition status changes prior to termination of equipment."
An additional segment of the Recommended Practice states, “at the time of ingate.”

Q-8: Drivers must complete a chassis DVIR on all chassis equipment removed from the ramps, correct? Can this be done at pre-trip (out of the rail) or post (return to rail), or can this be completed at the motor carrier terminal when the driver hands in his trip reports?

A-8: Drivers must complete a DVIR on all intermodal chassis when they are in the process of terminating equipment. A pre-trip inspection is required by the regulations (392.7) and in conjunction with obligations under the UIIA (exhibit “A”).

Q-9: If there are incomplete issues, what is the process to resolve them? What would the motor carrier need to do?

A-9: Incomplete or inaccurate information would be returned to the party submitting the information.

Q-10: After reading through the Web site and talking to some of our managers, it appears to me that this new regulation is an extension of the existing requirement of motor carriers to maintain DVIRs on equipment to now include IEPs so they must also maintain DVIRs. Is this correct?

A-10: Correct. IEPs must now maintain DVIR information for the same period as motor carriers. Ninety days.

Q-11: Currently at the rail yards there are inspectors checking in the containers when they are returned. With the new regulations, will these inspectors fill out the DVIR and have the driver sign, or what will their roles be?

A-11: There is no change to the current staffing at rail terminals. Each rail facility maintains their own ingate processes. Rail ingate representatives will receive DVIR information from drivers and supply the driver with a hard copy receipt of what is reported regarding equipment condition. This will be in addition to the information that is currently furnished via the ingate process.

Q-12: I am a drayman and don’t handle any steamship line chassis. My company only handles domestic equipment and domestic chassis, and we only go between the rail ramps. Do I need to register for the DVIR process if I am able to give that info to the gate people?

A-12: If your company only handles domestic chassis and the rail faculties that you utilize have agreed to accept DVIR information at the ingate, you would not need to register in any DVIR processing system.

Likewise, if you only pull equipment that you own and maintain, you do not need to register.

Q-13: Does the reporting need to be done before picking up chassis from the rail/depot or at the end of work day or week? What should be done if defects are reported? Could chassis still be outgated?

A-13: The regulation indicates that the motor carrier must submit a DVIR at the end of the day for that unit (termination of the equipment). If the driver reports one of the nine defect codes under the roadability regulations when terminating the equipment, the equipment would not be outgated again until the defects reported were repaired.

Q-14: Will the new regulation apply to every terminal and rail road?

A-14: The FMCSA regulation to report a DVIR is applicable to all intermodal trailing equipment (chassis) at every point of termination in the US.

Q-15: Does the driver have to complete a DVIR for intermodal equipment coming out and going into the terminal?

A-15: Drivers are required to report a DVIR at the termination of the equipment only. It will not be required to do so when they outgate the equipment.

Q-16: Will the DVIR replace the TIR or is this documentation in addition to the TIR?

A-16: The DVIR is in addition to the TIR, however if the DVIR is done at the gate the railroads will provide the information reported by the driver for the DVIR back to the driver on the J-1.

Q-17: What about motor carrier's own chassis? How do we register?

A-17: There is no need to register your equipment if you are not interchanging the equipment with other motor carriers.

DVER — Driver Vehicle Examination Report
DVIR — Driver Vehicle Inspection Report
EIR — Equipment Inspection Report
FMSCA — Federal Motor Carrier Safety Administration
FMCSRs — Federal Motor Carrier Safety Regulations
FO — Facility Operator
GIER — Global Intermodal Equipment Registry
IANA — Intermodal Association of North America
IDD — Intermodal Driver Database
IEP — Intermodal Equipment Provider
IME — Intermodal Equipment
MRV — Maintenance & Repair Vendor
RCD — Roadability Component Defects
TIR — Trailer Interchange Receipt