Creating effective technology policies is a cornerstone of organizational success. When adopting technologies like Motive’s, the challenge isn’t just about learning how the technology works — it’s about crafting policies that improve safety, compliance, and operations. Thoughtful policies ensure that your investment doesn’t just work, but works for you.
Here’s how to build a solid framework that aligns with your goals, minimizes risks, and makes the most of Motive features.
Start with a purpose
Technology policies should do more than check regulatory boxes. They should actively support your organizational goals. For Motive products, that means:
- Enhancing safety and operational performance.
- Reducing risks tied to liability and non-compliance.
- Maximizing the product’s capabilities while making them easy to use.
Why it matters: A well-designed policy aligns with corporate culture and day-to-day realities. Engage employees at all levels when drafting policies. Get buy-in from leadership, and always involve legal counsel. This collaborative approach builds trust, maintains compliance, and makes your policies practical instead of aspirational.
Core principles for technology policies
When building your policies, focus on the most critical areas, like those below
1. Manage access thoughtfully
Who can use your safety technology, and what can they access? Regardless of the type of the safety technology, granting access with discretion will go a long way in protecting the integrity of your data. With Motive, users can monitor and create reports, adjust settings, and access the web portal tied to each technology type. With this in mind, it’s important to define roles for system use, train employees before access is granted, and immediately revoke permissions for those who leave or change roles.
2. Plan for data retention
Any data generated by Motive’s products must be retained, but how long should you keep it? Work with your legal department to align your policies with federal and state requirements. Regulatory agencies have specific retention requirements for data related to Hours of Service, DVIRs, maintenance and other records, and you’ll need to stay compliant. However, think beyond regulations to include high-liability events, such as accidents, where data may be critical to investigations or litigation.
3. Protect against disablement
Create monitoring systems to flag when dash cams and other devices are tampered with or disabled. Make consequences clear: Intentional disablement puts your organization and others at risk and should trigger swift action.
When safety or tracking devices are disabled, determine if the action was intentional or not. Disabling technology places a company at extreme risk, so make sure your policies include swift employee consequences to deter tampering in the future.
Pro-tip: Consider including disablement policies with safety or equipment policies already in place, putting it under a section on equipment misuse, for example.
4. Guard against falsification
Manipulating safety data to conceal hours of service or other compliance issues is more than a regulatory breach. It’s a liability waiting to happen. Establish clear processes to detect and deter falsification, and ensure accountability at all levels. Wherever possible, work with your legal team.
5. Respect employee privacy
Monitoring employees with safety technology can raise privacy concerns. Understand which behaviors your solutions can track, which features are activated, and if you’re in compliance with local laws. Work with legal counsel to ensure your policies balance monitoring needs with respect for employee rights.
Dash cams: A case study in policy excellence
Dash cams are a critical component of the Motive safety suite, and they come with their own unique considerations. The goal is to create policies that unlock their full potential, support the process of coaching and behavioral change, and avoid misuse.
Set clear access rules: Define who can view video, or adjust program settings. For example, managers might need coaching access, but editing rights should be tightly controlled. Regularly review who has access and adjust as needed.
Use video wisely: Dash cam footage is a powerful tool for improving safety. Policies should outline:
- Driver coaching: Empower drivers to self-review and improve their behavior.
- Training: Consider using anonymized videos as teaching tools for the broader team.
- Litigation: Establish procedures for preserving and securing footage related to accidents.
Encourage positive coaching: Rather than relying on discipline, use video footage to coach drivers. The improvement that comes from video-based coaching is among dash cams’ greatest benefits. Policies should include guidelines for training managers, setting timelines for feedback, and escalating concerns when coaching doesn’t work.
Plan for video retention: Dash cam footage can be critical for training, investigations, or legal defense. Decide how long to keep routine footage and high-risk event videos. Limit access to sensitive videos to prevent misuse.
Handle requests thoughtfully: When law enforcement, legal teams, or even employees request video footage, your policy should ensure consistency. Share only with legal counsel’s approval to protect both drivers and your company.
Build a culture of compliance and safety
Effective technology policies aren’t just about rules—they’re about creating a culture where safety, accountability, and innovation thrive. With Motive products, your policies can drive meaningful change by:
- Empowering employees with tools that enhance their performance.
- Demonstrating a commitment to compliance and transparency.
- Protecting your organization from avoidable risks.
The bottom line: Clear, actionable policies are the bridge between technology and success. By planning thoughtfully, involving your team, and keeping practicality in mind, you can turn Motive products into a transformative part of your organization.
Turn technology into a strategic advantage. Explore our 2025 Computer Vision Guide to learn how AI technology can help reduce risk, boost your bottom line, and save lives — on and off the road.
