ELD vs Paper Logs: What You Need To Know
Oded Ran, CEO and Co-Founder of Clue since 2019, expertly integrates AI and data tools to revolutionize construction equipment management and maintenance, positioning Clue as a premier software choice in the construction industry.
Since the need for streamlined compliance and safety arose from the fleet management industry, using paper logs to track Hours of Service (HOS) has been the go-to tracking tool.
However, digital innovation has disrupted this long-standing practice with the introduction of Electronic Logging Devices (ELDs).
However, the transformation isn’t simply about upgrading tools; instead, it’s about taking a fleet in a radically different direction, from its management to the level of autonomy for drivers, to control from the regulators.
But it’s not a matter of choosing between old and new — this debate is about truly understanding the gravity of the changes these systems will bring to the daily job, industry standards, and the heart of the profession itself.
For some, ELDs represent progress: It offers, unsurpassed, accuracy, lower error, and simpler audits and compliance.
On the other hand, they symbolize challenges to some of us, for instance, fears around rigidity versus privacy, or the prospects of freedom.
Clue takes this transition a step further by incorporating state-of-the-art telematics and real-time analytics into ELD systems.
Clue doesn’t only help with compliance; it helps fleet managers gain insights into driver behavior, equipment usage, and operational trends, into something more than just a regulatory step.
Key Differences Between ELDs and Paper Logs: What You Need to Know
Paper Logs for Compliance
Before the adoption of Electronic Logging Devices (ELDs), the primary method for tracking drivers' Hours of Service (HOS) was through paper logs.
These manual logs required drivers to record their duty status, driving hours, and rest periods by hand, using a standardized logbook.
While paper logs provided a straightforward way to document compliance with HOS regulations, they presented several challenges and limitations in maintaining accuracy and efficiency.
ELDs for Compliance
An Electronic Logging Device (ELD) is a device that integrates with an engine control module that is normally located in the vehicle using the vehicle’s engine diagnostic port.
The sync is with a display via an app on a smartphone or tablet, and it automatically logs a driver’s driving hours and keeps an accurate log of duty status (RODS).
In short, ELDs allow fleets to record-keeping and management easier, tracking how long truck drivers drive and making sure Hours of Service (HOS) are being followed.
These devices must be both FMCSA registered and self-certified however, to satisfy the U.S. ELD mandate requirements.
If these credentials aren’t used on devices, they become non-compliant with the mandate.
Key Differences Between ELDs and Paper Logs
Top Reasons Why ELDs are Better Than Paper Logs
1. Driver Safety
Electronic Logging Devices (ELDs) that help monitor things like hard braking, rapid acceleration, and sharp cornering, improve driver safety, specifically on construction equipment fleets.
This data increases the chances of training towards safer driving practices on a targeted basis.
ELDs help automate reporting and electronic record keeping which reduces administrative tasks, lessening driver strain and more focused driving on safe operation.
A reduction in workload can increase job satisfaction and retention, a more experienced, safety-minded workforce.
The Federal Motor Carrier Safety Administration (FMCSA) study revealed that ELDs reduce driver fatigue and enforce compliance with the hours of service regulations, which the study predicts will save 26 lives and prevent 562 injuries annually by implementing them.
The use of ELDs within a construction fleet allows for an increase in safety, streamlining of operations, and increased satisfaction and quality of drivers.
2. User-friendliness
Electronic Logging Devices (ELDs) make for a huge leap in compliance and operational efficiency from the paper log for construction equipment fleets.
But the ease of use is something that should always be viewed as a relatively critical factor when you choose an ELD.
If drivers and operators can’t easily master your system, it can produce too many mistakes that can easily result in compliance violations and erode its mission.
While familiar, paper logs are prone to errors, inconsistencies, and manually time-consuming calculations.
These processes are automated by ELDs; accuracy is maintained, and an administrative burden is reduced.
However, the benefits exceed compliance. Fleets use a user-friendly ELD to harness the power of driver analytics, violation tracking, and targeted training insights, all of which are nearly impossible to compile using paper logs.
Data suggests that solid uptake of fleet management technology (including ELDs) can lead to a 20% improvement in operational efficiency in the first year.
Before selecting your system, conduct a trial period with your drivers, gather their feedback, and evaluate how the device will do with your fleet’s day-to-day operations.
Getting into a well-thought-out ELD doesn’t just ensure compliance, it transforms the construction fleets safety, productivity, and driver performance from paper logs behind them.
3. Faster, More Streamlined Inspections
Using Electronic Logging Devices (ELDs) in construction equipment fleets eliminates form and manner violations and greatly lowers the chance of hours of service (HOS) violations.
Paper logs suffer from the problems of inaccurate, inconsistent logs, whereas ELDs simplify the task of recording these driving hours, making logs accurate, consistent, and immediate for verification.
This automation makes for a much easier inspection process.
ELD records make it easier for the Department of Transportation (DOT) officers to look at roadside inspection papers, speeding up roadside inspections and reducing delays.
Research has shown that the move to electronic logs cuts inspection time, and ensures compliance with HOS regulations, thus marking safer and more efficient operation across the fleet.
In addition, both safety and efficiency are improved through the delivery of verifiable data enabling the enforcement of HOS rules.
Fleet operations are smoother, and cost savings are realized, as fewer infractions are made, quicker inspections are possible, and resources are better allocated.
4. Convenience and Accessibility
ELD enables easy control of construction equipment operations in a way that any other technology cannot rival.
They replace repetitive processes of manual data capturing for usage and cover them more efficiently and accurately.
Using ELDs, construction teams may effectively monitor and analyze equipment usage time, locations, and amounts of necessary repairs, All done without the use of paper logbooks.
With real-time information made possible by ELDs, many necessary documents including compliance and fuel tax can be compiled without having to go through heaps of papers.
Moreover, operators are immediately able to find patterns of equipment usage, and schedule and plan the use of resources effectively with relative ease.
The fact that ELDs are digital means that records can always be retrieved anytime and there is no tendency of losing these important records.
Whether it’s managing fleets of excavators or tracking hours for generators, ELDs simplify operations, allowing construction managers to focus on what matters most: achieving the objectives of the organizational goals and tasks.
Real time monitoring and analytics features in Clue make ELD data accessible to a fleet manager, providing a single pane of glass, from equipment usage through maintenance schedules and location.
With Clue, we ensure that both compliance and operational records are easily retrievable with actionable insights, easing the management of construction equipment fleets.
5. Fewer HOS Violations
ELDs take away the errors of manual logbooks by automating the recording of driving hours and rest periods and make it too difficult to falsify intentionally.
It means all the drivers stick to the mandated rest periods and fatigue-related incidents are reduced to improve total road safety.
On top of that, according to the FMCSA’s Compliance, Safety, Accountability (CSA) program, the safety performance of carriers is evaluated and HOS compliance is one of its main areas.
A carrier's CSA score can be destroyed by non-compliance which can result in increased scrutiny during inspections and operational restrictions.
Carriers can maintain their CSA scores and reduce the risk of violations using ELDS because they will assist carriers with accurate HOS tracking.
But ELDs also bring operational improvements, removing administrative burdens and streamlining record-keeping.
They transmit real-time data that fleet managers can utilize to route their vehicles most efficiently, schedule their drivers appropriately, and keep their vehicles updated.
However, the real-time monitoring enables proactive decision making further minimizing the risk of HOS violations.
While ELDs have helped tremendously with HOS ( Hours of Service ) compliance, drivers and carriers must still be watchful of ELD use.
For users to get the most out of these devices, they need to be trained regularly on ELD functionalities and need to stay aware of FMCSA regulations.
6. Quick Certification of Logs
Electronic Logging Devices eliminate the log certification step and fast-track the time the driver takes to review and certify their Records of Duty Status at the end of each shift.
These devices capture the key data about driving hours, rest periods, and driving movement and then automatically record them with accuracy without being subjected to human errors.
Drivers have quick access to their logs through a user-friendly interface, can quickly verify the accuracy of the logs, and simply click to certify it as a digital signature.
Most ELD systems also feature built-in error-checking tools prompting drivers of inconsistencies or incomplete entries before certification, which can be corrected immediately.
Seamlessly meeting compliance team needs and clearing busy admin tasks from both drivers and fleet managers, certified logs are securely stored and integrated into fleet management systems for easy access.
By streamlining the certification process, not only do we save time but we also adhere to legal compliance which protects fleets from penalties and operational disruption.
7. Driving Status Flexibility
Electronic Logging Devices (ELDs) deliver more flexible driving status options by automatically identifying and recording status changes associated with vehicle movement to satisfy Hours of Service (HOS) regulations, without drivers having to spend any time manually tracking.
Although the ELD will automatically record the driver’s status as ‘Driving’ when a vehicle is in motion, it does not require drivers to update it manually and therefore avoid errors.
On the other hand, if the vehicle is stationary for five consecutive minutes, the system prompts the driver to confirm or adjust the status of the duty as it would change according to the situation for example from ‘On Duty Not Driving’ to ‘Off Duty’.
If the driver doesn't answer within a minute, the ELD automatically does something – usually switching from 'Driven to On Duty Not Driving.'
Not only does this process save time but it also guarantees the proper tracking of duty statuses that are important to regulatory compliance and ready for audit.
For example, drivers can easily change their status during extended times they spent loading, unloading, or waiting periods without committing to mistakes that may result in violations or restrictions for the use of driving hours.
In addition, most ELD systems also allow manual adjustments on the part of drivers, so long as the systems include annotations describing the change so as to make change transparent and ensure compliance.
This flexibility also helps operational efficiency beyond regulatory compliance.
Real time insights into driver statuses mean better scheduling, better optimized routes, and less downtime for the fleet manager.
Additionally, drivers are able to precisely track their driving time so they can maximize their allowable driving overtime under HOS rules and avoid unintentional violations.
8. Driving Reports Transmission
Electronic Logging Devices (ELDs) ensure an efficient transfer of driving reports to authorized safety officials by web services, email, Bluetooth, and USB.
That enables inspectors to quickly access compliance data during inspections so there are no delays.
FMCSA requires standardized data transference protocols to ensure the exchange of information is meaningful, secure, and compatible with enforcement systems.
Drivers can select the way they want their records transferred, and ELDs will provide clear prompts to indicate the required data flows.
Data integrity is protected during transmission through encryption and authentication.
These features remove the need to halt operations to be compliant with regulations and streamline inspections.
Conclusion
Ever since the shift from paper logs to Electronic Logging Devices (ELDs) in construction, the change has been transformative to fleet and equipment management throughout the industry.
ELDs offer unsurpassed accuracy, efficiency, and support for compliance, freeing hours spent on fill-in ‘by hand’ and reducing HOS violations.
ELDs help drive more safely and more effectively by automating processes like log certification, status update recording, and compliance data transfer.
ELDs are used so that operations can make better decisions, inspections are streamlined, and the record-keeping is consistent.
By integrating tools like Clue with ELD systems, fleet performance gets even better, with live safety trends, equipment usage, and compliance data.
Features of Clue telematics and analytics don’t only boost safety performance; they simplify construction fleet management to remain compliant, efficient, and less costly.
FAQs
How often must you certify your logs using an ELD?
Drivers are required to fill out and certify their logs daily, at the end of each work shift, to establish that their Records of Duty Status (RODS) are complete and accurate.
How long do you have to keep paper logs?
Paper logs must be retained by drivers who are not using ELDs to legally drive both the current day and the previous 7 consecutive days.
Are logbooks legal documents?
Paper or electronic log books are legal documents and must accurately reflect a driver’s hours of service, in their entirety, to comply with FMCSA regulations.
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