Evaluation of the records management system for the Michigan Center for Truck Safety

Abstract

This report documents the development of recommendations for a record-keeping system to help the Michigan Center for Truck Safety monitor and document their training activities easily, accurately, consistently, and securely, and to improve the reliability of the data for evaluations of the Center’s programs. The Center’s existing database and structure were reviewed, and the Center’s staff was interviewed about their use of the database system. It is recommended that the Center retain but enhance its existing Microsoft Access Database Management System. The services of a Microsoft Access programmer are recommended to add validity checks and input masks for data input, to develop templates for standard reports, and to develop a set of frequently-used queries. Barcode readers to read driver license numbers and use of DOT numbers are recommended to improve the accuracy of driver and company identification. These data are needed for linkages to driver records and to the Federal Motor Carrier Management Information System (MCMIS) carrier files for evaluations of the Center’s programs. It is recommended that data security is ensured through antivirus, malware protection, internet firewalls, and password protection for the computer and database; that trainees be informed that their privacy is protected; and course evaluations not be linked to individual trainees.