botminds.aiRequest a demo
SystemTrucking Fleets

CSA Score Management

CSA score management that reads every inspection and crash on a carrier's 24-month record, shows what ages off on its own, and drafts the DataQs challenges the documents can support.

See the demoBook a demo
Follow one carrier's crash record to a co-signed request ↓
Watch with transcript →
The problem

A rear-end crash the record still counts against the carrier

A safety coordinator pulls the carrier's record from the FMCSA portal once a month, at best, into a spreadsheet. Someone scans it for a duplicate upload, a truck that was already sold, a ticket the driver beat in court. Police reports are requested one at a time, by mail or portal.

What gets challenged is usually the newest entry, or the one that looks worst, not the one that moves the measure most or the one about to age off anyway. Requests go in with the diagram page missing, a date copied from dispatch, or a word the police report never used, and come back denied.

Replies arrive by email and the outcome is seldom written down where the next request could learn from it. Meanwhile shippers, brokers and insurers keep reading the public record.

Built forDirectors of safetySafety managersDriver managersClaims and risk managers

The Problem Today

Wrong entries and crashes the regulator would mark not preventable keep counting on the record until someone files with the right evidence.

8,314
DataQs requests on crash data in 2024, per FMCSA published
63,548
DataQs requests on inspections and violations in 2024 published

Pulled and scanned by hand

  • SMS export
  • Police file
  • Court notes
  • Dash stills
  • Requests denied for a missing pageThe diagram or the court outcome never made it into the file
  • Effort spent on what ages offNobody sees which entries leave the record on their own

The Solution

  1. Each entry read against the rulesCrashes against the eligible crash types, inspections against data-error patterns
  2. Missing records asked for outsidePolice records units, court clerks and receivers answer in fixed fields
  3. Drafts read as the reviewer wouldA challenger lists why each request could be denied, our own errors included
  4. Two signatures on each filingThe safety manager signs; the director opens the evidence and co-signs

Built-in controls

  • Nothing is filed on one signature
  • Privileged claims notes are never attached
  • Percentiles stay inside the carrier, labeled estimates

What You Get

The safety team challenges what the record gets wrong, with the documents to prove it, and stops spending time on what will fall off anyway.

93%
of eligible crashes found not preventable in FMCSA's trial published
  • The measure before and afterEach request's effect played forward, estimates labeled
  • Lessons from each state's decisionsA new check applies once the director approves it
  • Coaching where no request helpsEvents the record keeps go to the driver manager
Features

CSA score management features, from the crash record to a DataQs filing

The safety manager works the record and prepares each request; the director of safety opens the evidence and co-signs.

demoThe carrier, its drivers, the crashes, the reports and the scores shown are sample data.

  1. 0124-month record

    CSA score points laid out as a 24-month belt that ages and drops off

    • Every crash as a card with its points. Severity and time weight show on each card, so you see which entries carry the measure and which are about to stop counting.
    • Each BASIC with its intervention line. Category chips switch the belt between the safety categories, each with the carrier's private percentile against its threshold.
    • Challengeable entries ringed as agents find them. Crash preventability candidates and data errors are marked on the belt, so the work list and the record are one view.
  2. 02Next 90 days

    What time alone does to the crash indicator over the next 90 days

    • Cards slide right and fall off. Crashes crossing a band lose weight and old ones leave, so effort goes to entries that would still count.
    • New crashes at last year's pace. Expected new crashes and their points are stated beside the drop, and percentiles are not projected because the peer group moves.
  3. 03Crash report

    Crash preventability eligibility read from the police report itself

    • Narrative, citations and diagram read. Each crash is checked against the program's eligible crash types with the passage highlighted, so the case rests on the report's own words.
    • Privileged notes kept out. Defense counsel's assessment stays in the claims file and is never cited or attached to a request.
  4. 04Review run

    Hold a DataQs challenge while the ticket is still in court

    • Each agent's steps cited. Plans, reads, findings and hand-offs show with time, source and confidence, so you can check any finding against its report.
    • Steer the run in plain words. Holding an inspection whose ticket is still in court changes the plan at once and is logged, so its request waits for the court's ruling.
  5. 05Requests

    Every DataQs request with its points, who decides it and its status

    • Crash and inspection requests in one list. Not preventable, not reportable, adjudicated citation, duplicate and wrong-carrier requests sit together with the points each would move.
    • Who decides each request. FMCSA or the state's review office is named, so you know whose rules and timelines apply.
  6. 06Reviewer check

    Each DataQs challenge read the way its deciding reviewer will read it

    • Denial reasons listed before filing. Missing pages, wrong request types and claims the report does not support are raised before the reviewer ever reads them.
    • Our own wording held to the report. A draft that says more than the police report, such as speeding where the report says following too closely, is corrected.
  7. 07Missing diagram

    Missing police diagram page requested before a wrong-direction crash is filed

    • Wrong-lane crashes checked strictly. A crash type that needs the other vehicle fully in your lane waits for the diagram that shows it.
    • Dates checked against the report. A date taken from dispatch that differs from the police report is caught before the reviewer closes the request.
    • Records requested in fixed fields. The police records unit is asked for the page, and the request stays blocked until it arrives.
  8. 08What-if

    Crash indicator what-if: points, measure and estimated percentile per request

    • Pick entries and see the measure move. Points and measure recompute as you select requests, so you know which ones are worth the director's time.
    • Percentiles labeled as estimates. The estimated percentile shows its assumption and stays inside the carrier, because the peer group moves.
    • Outcomes rehearsed. If FMCSA agrees with all, some or none, each result is listed against the intervention line.
  9. 09Co-sign

    DataQs filing countersigned by the safety director once the evidence is open

    • Two people on each filing. The safety manager signs and explains why; then the director co-signs, and nobody co-signs their own request.
    • Open what you check. Co-signing stays shut until the draft and the police report are opened, and the signature's meaning is written out.

Four desks that work the CSA record, and what each takes from it

Safety owns the record; drivers and claims feed it; the director signs what goes to FMCSA.

Directors of safety

Co-signing filings, approving learned checks, settings and anything shared outside

  • The evidence opened before co-signing
  • Checks drawn from each state's decisions
  • Summaries for insurers built on public facts
Safety managers

The two-year record, the review run and each request for data review

  • All challengeable entries found in one run
  • Drafts tested against the reviewer first
  • The measure before and after each request
Driver managers

Coaching on the events no request can change

  • Events grouped by driver
  • No coaching on crashes under review
  • A second signature from safety
Claims and risk managers

Police reports, photos and the claims file, and what is privileged

  • Privileged notes kept out of every request
  • Police reports attached where they matter
  • Insurance facts without percentiles
Around the record

What brokers see, lessons by state, coaching and the trail

The public view, what past decisions taught the agents, the driver manager's list and the auditor's record.

What others can seeThe FMCSA public view beside what only the carrier sees: 1,312 inspections, out-of-service figures and 88 crashes in public; percentiles and the crash measure stay private.
Lessons by stateAccepted and denied requests by deciding office and request type, the rulings the agents remember, and a proposed check waiting for the director.
Coaching suggestionsEvents no request can change, grouped by driver for the driver manager. Crashes under review are left out, so no driver is coached for being struck.
Audit trailRecord pull, steer, both signatures with their reasons, each document opened and the filing number, in time order. An auditor can export a spreadsheet or an evidence binder.

demoSample data, from the working solution.

Two signatures on every DataQs filing, and what each signer opens

No request, learned check or outside summary goes out on one signature.

Safety manager
Sees
The draft, the police report or inspection report, and the reviewer's points with their answers
Signs
Each request, with a reason in their own words
Director of safety
Sees
The draft and the report opened in full, and any outside note word for word
Signs
The co-signature that files the request with FMCSA
Driver manager
Sees
Events grouped by driver, with crashes under review left out
Signs
Each coaching plan, which the safety manager then signs too
System administrator
Sees
Thresholds, weights, the record pull schedule and connected systems
Signs
Setting proposals, which wait for the director
The agents

None of the eight agents files a request or decides preventability

Each has a job on the record and a line written into it.

Record puller

Downloads the two-year record daily and lists what changed.

  • Never changes anything at FMCSA
Points keeper

Keeps weights, points, measures and the drop-off calendar.

  • Never shows an estimated percentile as FMCSA's
Crash reader

Reads police reports, camera notes and the claims file against the eligible crash types.

  • Never decides preventability
  • Never cites privileged notes
Inspection reader

Reads inspection reports, logs, court outcomes and equipment records.

  • Never challenges a violation because the defect was fixed later
Records requester

Asks police records units, court clerks and receivers for records in fixed fields.

  • Never lets outside free text change a request
Request writer

Drafts each request: its type, explanation and attachments.

  • Submits only a request the safety manager signed and the director co-signed
  • Never says an officer acted in bad faith
State reviewer challenger

Reads every draft as the deciding reviewer and lists the reasons it could be denied.

  • Never approves a request
Coaching agent

Groups the events no request can change into coaching suggestions.

  • Never treats a crash under review as the driver's fault

What safety directors ask about CSA score management

What is CSA score management?

CSA score management is the work of keeping a carrier's CSA score accurate: reading every inspection and crash on the two-year record, knowing what ages off, and challenging what the record gets wrong through DataQs. Here agents read and draft, and the safety manager and the director sign.

Which crashes can be challenged for preventability?

Those of a type FMCSA's program accepts, such as being struck in the rear or by a driver under the influence, with a police report that shows it. The agents check each crash against the published types; FMCSA decides.

Will a DataQs challenge lower our percentile?

It can lower the points and the measure if FMCSA or the state agrees. Percentiles depend on the peer group, so the solution shows them only as labeled estimates and only inside the carrier.

Why not challenge an inspection whose defect we already repaired?

A repair after the inspection does not remove the violation, so the agents never draft that request. They look instead for data errors, dismissed tickets and court outcomes.

Can our insurance broker see the scores?

The broker reads a summary built from public-record facts, prepared on request and shared only after the director signs. Private percentiles are not included.

What happens to claims-file notes from counsel?

Privileged items stay in the claims system. They are never cited, attached or exported, and internal exports list them as excluded.

Trucking Fleets

Related solutions for trucking fleet operations

All 11 solutions →
Rate Confirmation Processing

Every rate con signed as agreed, with its fine print priced before anyone signs.

1-min demoDOT Drug and Alcohol Compliance

A random-rate shortfall seen while the year is open, not in the annual summary.

1-min demoHours of Service Audit

Every log stretch the documents disagree with is found, explained and settled by two people and the driver.

1-min demo

Bring your carrier's
24-month record.

We will lay your own crashes and inspections on the belt with you and see which ones the documents can challenge.

Book a demoBrowse solutions