Increase driver satisfaction, lower operational complexity, and further digitize the in-cab experience
The trucking industry has come a long way from the days of thick paper binders stuffed with permits, registration documents, and compliance paperwork. If you’ve ever watched a driver frantically flip through a worn three-ring binder at a weigh station or scramble to find an expired document, you know the hassle firsthand. The good news? Digital truck books are changing the game, and they’re now accepted across the US and Canada.
The Big Picture
Think of a digital truck book as your entire compliance office stored on a tablet or smartphone. Since January 1, 2019, all US states and Canadian provinces are required to accept electronic images of IRP cab cards and IFTA licenses. This means your drivers can legally present permits, insurance cards, registration documents, and other required credentials digitally during roadside inspections.
The shift makes sense when you consider the broader digitization happening in trucking. Electronic Logging Devices (ELDs) became mandatory in December 2017, and now electronic credentials are following the same path. It’s about bringing an industry that relied on pencil and paper since 1938 into the modern age.
“”It was time to go fully digital.” – Transport Topics Top 100 Carrier
Let’s go digital together.
Questions to ask yourself:
- Will this work everywhere my trucks operate?
- What about connectivity issues?
- This is a legitimate concern, especially in rural areas. The best practice is to save documents as PDFs directly on the device rather than relying on cloud storage or internet access. That way, even if your driver is in a dead zone, they can still pull up the documents. If both the driver and enforcement officer are experiencing connectivity issues, officers will use the device’s display screen or accept a printout.
- Will it integrate with our existing systems?
- Most digital permit book solutions are standalone apps that work on iOS and Android devices. They don’t necessarily need to integrate with your ELD or fleet management system, though some solutions offer that capability. The key is ensuring documents are accessible offline and can be quickly displayed to enforcement.
- What devices should we use?
Important Exceptions
While electronic documents are widely accepted, there are some notable exceptions you need to be aware of:
- Maryland Alcohol Transportation Permits: If your trucks transport alcoholic beverages in Maryland, you need a Public Transportation Permit and a physical Vehicle Identification Card (VID) that must be carried in the vehicle at all times. This is a paper requirement that hasn’t gone digital yet.
- Fuel Permits in Some States: Idaho requires temporary registrations and fuel permits as hard copies, even though oversize/overweight permits can be electronic.
- IFTA Decals: While IFTA licenses can be stored electronically, the physical IFTA decals must still be affixed to your vehicles.
- Certain Oversize/Overweight Permits: A few states like Delaware, Hawaii, and New Jersey still require paper permits for oversize loads. Pennsylvania, Rhode Island, and South Carolina also mandate paper copies for certain permit types.
- Police Escort Situations: In Illinois and Indiana, if a police escort is required, you must have paper permits.
Key Considerations for Implementation
Choose the Right Platform
Select a digital permit book solution that allows centralized document management. You want the ability to upload a document once and instantly push it to all relevant trucks. Look for platforms that store documents locally on devices to ensure offline access.
Invest in Proper Tablets
Don’t just hand drivers their personal smartphones. Provide dedicated devices—either tablets or ruggedized smartphones—that can handle the demanding trucking environment. Make sure they’re mounted securely and protected from the elements.
Train Your Drivers Thoroughly
This is non-negotiable. Your drivers need to know:
- Where documents are stored on the device
- How to access them quickly during inspections
- What to do if the device fails or has connectivity issues
- That enforcement officers may temporarily take possession of the device to verify credentials
Training doesn’t have to be complicated—drivers just need to know how to use the tools, not understand the technology behind them.
Carry Paper Backups Initially
For the first year of implementation, carry both electronic and paper versions of key documents. This gives everyone time to adjust and prevents issues if an officer isn’t familiar with electronic credentials. It’s also smart to keep blank Hours of Service logs on hand for at least eight days in case of ELD malfunctions.
Maintain Document Accuracy
Electronic documents must be complete, accurate, legible, and signed if a signature is required. Set up a system to ensure expired documents are replaced promptly. The beauty of digital systems is you can update documents remotely and instantly—but only if you have processes in place to do so.
Prepare for Inspection Scenarios
Make sure drivers understand that during roadside inspections, enforcement may need to review multiple documents. Have them practice navigating between documents quickly. Also ensure they know that if documents can’t be transferred due to connectivity issues, officers can review information via the display screen
The Bottom Line
Digital truck books eliminate the hassle of managing paper binders, reduce the risk of outdated or missing documents, and save significant time during roadside inspections. They allow your compliance team to update documents instantly from the office while trucks are moving across the country. And they cut costs on printing, distributing, and replacing lost paperwork.
The transition requires some upfront investment in devices and training, but carriers consistently report improved compliance, reduced violations, and less driver stress. With the majority of states now accepting electronic credentials and the industry moving rapidly toward full digitization, making the switch now positions your fleet for long-term success.
Just remember to save those PDFs offline, train your drivers properly, and keep a few paper backups handy for the exceptions. The road ahead is digital—and a whole lot less cluttered.
