Author: Mallory Kennedy

First-Quarter Reminders: Staying Aligned, Accurate, and Audit-Ready

As we move into March and approach the close of the first quarter, it’s a good time for carriers to double check that their annual requirements and testing programs are fully aligned for 2026. This is often one of the busiest times of year for compliance housekeeping, and taking a moment now to confirm that key items are in place can prevent unnecessary stress—and unnecessary violations—down the road.

One of the most important reminders this month is MIS reporting for Drug and Alcohol testing. If your company was selected by FMCSA, your report must be submitted accurately and on time. We have seen avoidable issues arise simply because data wasn’t reviewed carefully before submission. A quick verification step can make all the difference, and our team is here to help ensure your numbers are complete and correct.

This is also the right moment to confirm that your testing pools and percentages are properly set for the new year. Every year, we assist carriers who realize mid-year that their pools weren’t adjusted or their random selections weren’t running at the correct annualized rate. These are small oversights that can create significant exposure. Reviewing them now keeps you confident and prepared if enforcement activity or an audit comes your way.

In Driver Services, we understand how busy the start of a year can be—balancing onboarding, renewals, testing schedules, and day-to-day operational demands. Our goal is to help ensure these foundational elements are aligned so your compliance program stays organized and predictable throughout the rest of the year. Your CSR is already keeping an eye on these details, and reviewing your first-quarter progress with them is a great way to ensure you’re on solid footing moving forward.

Wishing you a productive and steady start to spring—and a strong finish to the first quarter!

Lorena Terrazas

Driver Services Department Supervisor

Today we recognize International Women’s Day and celebrate the women who lead, serve, and strengthen the transportation industry every day.

From the roadway to the boardroom, women continue to shape the future of trucking and logistics through leadership, innovation, and dedication to safety and operational excellence. Organizations like Women In Trucking Association and the American Trucking Associations Women in Motion council play an important role in advancing mentorship, professional development, and opportunity across our industry.

At Lee Trans, we value the contributions of women throughout transportation — in compliance, operations, safety, leadership, and beyond. Progress happens when diverse perspectives are welcomed and supported.

Today, and every day, we celebrate the women moving our industry forward.

The new year brings new opportunities to connect, learn, and collaborate across the transportation industry.

This quarter, Xavier Richard, Esq.; Fleet Compliance & Safety Consultant, will be on the road attending the following event:

March 24-27th Attending TXTA SMC Spring Seminar

Interested in meeting up, learning more about DOT, or discussing how Lee Trans can support your operations? Reach out—we’d be happy to connect.

Chameleon Carriers: What I See in the Field — and Why Rebranding Isn’t the Fix

Over the past several years, I’ve worked with carriers under regulatory pressure, insurance scrutiny, or escalating CSA scores.  When the pressure builds, I often hear the same question: “Would it be easier to just start over?”

That mindset is at the heart of what the industry refers to as a “chameleon carrier” — a company that shuts down under one authority and reappears under another, often without correcting the operational issues that created the problem in the first place.

With recent attention from Federal Motor Carrier Safety Administration and leadership at the U.S. Department of Transportation, the issue is back in focus. But for those of us working in compliance every day, this has never gone away.

What Actually Carries Over

When a carrier rebrands without reforming, the name changes. The risks don’t.  In field assessments, recurring issues typically include:

• Driver qualification files that were never fully compliant
• Drug and alcohol testing programs that aren’t actively managed
• Preventive maintenance that exists on paper but not in practice
• Hours-of-service monitoring that is reactive instead of controlled
• Leadership without defined safety accountability

These are management control failures — not paperwork problems.  And when those controls aren’t corrected, exposure increases. Not just for the carrier, but for everyone sharing the road.

Why Starting Over Feels Easier

Rebuilding a compliance system requires:

• Time
• Capital
• Leadership commitment
• Cultural change

Forming a new entity can feel faster.  But enforcement tools are evolving. Identity verification is strengthening. Data systems are improving. Regulators are better equipped to identify reincarnated operations.  Structural avoidance is becoming harder to sustain.

What I Tell Carriers Under Pressure

If your insurance is tightening, your scores are rising, or an audit is looming, the solution is not a new authority.  It’s a defensible safety management system.  That starts with a candid internal assessment:

• Are your DQ files audit-ready today?
• Is your drug & alcohol program actively monitored?
• Can you demonstrate consistent preventive maintenance?
• Are HOS issues identified and corrected systematically?
• Is leadership reviewing safety metrics regularly?

If the answer to any of these is “not consistently,” that’s where the work begins.

The Path That Actually Creates Stability

At Lee Trans, when we’re brought into these situations, the focus is stabilization — not evasion.

We work alongside carriers to:

• Reconstruct and audit safety files
• Implement corrective action plans
• Formalize monitoring controls
• Document sustained improvement
• Prepare defensible responses to regulators and insurers

The goal isn’t to temporarily lower visibility.  It’s to build a program that stands up under scrutiny.

Rebuilding is harder than starting over.  It’s also the only path that creates long-term operational credibility.

A Practical Next Step

If your operation is feeling regulatory or insurance pressure, don’t wait until options narrow.  Conduct a full safety management assessment now. Identify the root causes. Correct them structurally.

Authority numbers can change overnight.  Operational integrity cannot.

If you’d like an outside perspective on your safety management controls, our team is available to walk through a structured compliance evaluation and outline practical next steps.  Contact us at sales@leetrans.com to learn more.

Eddie Prather

Director, Consulting & Training

Please join us in celebrating some of our employee milestones this month! Thank you all for your dedication to service and commitment to excellence. We are proud to have you on the team!

Retention & Deletion: Why Keeping Less Can Protect You More

When it comes to compliance documentation, many carriers operate under the assumption that more is better. More files. More years. More backup. It feels responsible — even protective.

In reality, retaining documents beyond required regulatory timeframes can increase exposure rather than reduce it.

Federal regulations establish specific retention periods for safety and compliance records. Driver Qualification files, Hours-of-Service records, Drug & Alcohol testing documentation, maintenance files — each category carries its own timeline for how long documents must be maintained. Once those minimum retention periods are satisfied, the obligation shifts from preservation to proper disposal.

Through our consulting services, we often find that carriers have years of unnecessary documentation stored “just in case.” While well-intentioned, excessive record retention can complicate audits and create unintended risk during litigation. While the intent is usually caution, the result can be expanded liability during audits, compliance reviews, or litigation. If documentation exists, it is discoverable. Documents that are no longer required — but still exist — can be requested, reviewed, and scrutinized. In some cases, outdated forms, superseded policies, or incomplete legacy records become focal points, even though they no longer reflect the carrier’s current compliance program.

Retention management is not about deleting indiscriminately. It’s about understanding what must be kept, for how long, and why.  A disciplined retention and deletion policy supports both compliance and risk management. It ensures that required records are maintained appropriately while eliminating outdated materials that no longer serve a regulatory purpose. This approach strengthens internal organization, improves audit readiness, and reduces administrative burden.

Proactive compliance is not only about having the right documents — it’s about having the right documents for the right amount of time.

At Lee Trans, we work with carriers to evaluate retention schedules, align policies with current regulatory requirements, and implement defensible deletion procedures that reduce long-term exposure. When documentation is managed strategically, it supports safety, clarity, and confidence.

If you’re reviewing your compliance systems this year, retention and deletion policies are an important place to start. Our team is here to help you build a program that protects your operation today — and minimizes risk tomorrow.

Happy Texas Independence Day! This year marks the 190th celebration of the Lone Star State’s declaration of independence and its enduring spirit of resilience, determination, and self-reliance.

Although we serve clients nationwide, Lee Trans was founded in the Lone Star State, and our office remains deep in the heart of the Pineywoods. Texas values — independence, integrity, and hard work — continue to shape how we approach our partnerships and the service we provide every day.

Rooted in Southern hospitality, we believe service is more than a transaction — it’s a commitment. Our dedication to servitude means showing up prepared, responsive, and ready to support the fleets and organizations that keep communities moving.

From our Texas roots to the clients we serve across the country, we’re proud to lead with both strength and heart.

Wishing everyone a safe and meaningful Texas Independence Day!

Honoring Innovators Who Shaped Transportation Safety

As Black History Month comes to a close — and during a century of national observance — it offers a meaningful opportunity to reflect on the individuals whose innovations still influence transportation safety today.  From railroads to highways, many foundational safety advancements were pioneered by remarkable inventors whose work continues to protect drivers, carriers, and the public every day.

Garrett A. Morgan

After witnessing a serious roadway collision, Morgan patented the three-position traffic signal in 1923 — introducing the caution phase that prevents intersection crashes today.

He later sold the design to General Electric and proposed illuminated signals for nighttime visibility, laying the groundwork for modern traffic control systems.

Elijah McCoy

McCoy’s automatic lubrication system allowed train engines to be oiled while in motion, drastically reducing breakdowns and improving operational safety. His reliability earned the famous phrase “the real McCoy.”

Granville T. Woods

Known as the “Black Edison”, Woods developed railway telecommunication systems that allowed trains to communicate with stations and each other — a major advancement in collision prevention and rail traffic coordination.

Andrew Jackson Beard

Beard’s automatic railroad car coupler eliminated the dangerous need for workers to stand between railcars, significantly reducing workplace fatalities in rail yards.

Frederick McKinley Jones

Jones created portable refrigeration units for trucks and railcars, enabling safe long-distance transportation of food and medical supplies.  He co-founded U.S. Thermo Control Company and earned a National Medal of Technology — revolutionizing cold-chain logistics still relied upon today.

Meredith Gourdine

Gourdine’s work in exhaust purification and emissions control technology contributed to the development of modern pollution-reduction systems used in vehicles worldwide.

And finally, William T. Coleman, Jr. (pictured); whose name adorns the Department of Transportation Federal Building in Washington, D.C.; recognized as the first African American Secretary of Transportation.  Coleman advanced transportation policy, infrastructure oversight and safety initiatives.  In the photo he’s pictured cutting the ribbon for the Federal Highway Administration’s Bicentennial Exhibit “Highways of History”.  Learn more about his incredible impact our on interstate highways here:  https://highways.dot.gov/highway-history/general-highway-history/william-t-coleman-jr-1920-2017

Why Their Work Still Matters

Every inspection standard, signal light, refrigeration unit, communication system, and roadway safeguard used today builds upon innovations like these. Transportation safety did not emerge overnight — it was engineered, tested, and improved by individuals committed to solving real-world risks. As we conclude Black History Month, we recognize these pioneers not only for their achievements, but for the lasting impact their work continues to have on keeping our roads and rails safe.

At Lee Trans, safety isn’t just compliance — it’s continuing the legacy of innovation that makes transportation safer for everyone.

From our President, Jackie Polk, CTP:

This month, I’m pleased to recognize Amanda Malcolm as our Employee of the Month. Amanda is part of our software development team and celebrates 16 years as a member of the LTS Team this month. She plays a critical role in keeping our systems and programs running smoothly for both our clients and our team. She is responsible for the coding and ongoing support of our proprietary Driver Qualification program and its associated systems, while also stepping in to assist in other areas whenever needed. Amanda has been instrumental in a major system transition we made this month; a change that simply would not have been possible without her expertise, dedication, and follow-through. Amanda is incredibly dependable, consistently willing to do whatever it takes to keep our programs operating efficiently and effectively and always looking for ways we can improve our customer’s experience. Although she works remotely and may not be visible day-to-day, her impact is felt across the organization—because if Amanda didn’t show up for our team every day, we would all know it. I am grateful for her commitment, flexibility, and teamwork.