The Ultimate Fleet Management Checklist for Dash Cam Compliance

If your dash cams are mounted in the wrong place…
If you’re recording audio without proper consent…
If your policy lacks disclosure…
You could be violating state laws and putting your business at risk.

Whether it’s improper camera placement, unauthorized audio recording, or missing signage, non-compliance can cost you more than you think — in fines, lawsuits, or lost evidence.

Here is your all-in-one fleet management checklist for dash cam compliance. We’ll break down:

• What does dash cam compliance mean?
• Dash cam compliance for U.S. fleet
• Fleet management checklist for dash cam compliance
• How EcoTrack’s smart dash cams help your fleet stay safe and compliant

What Does Dash Cam Compliance Mean?

Dash cam compliance means using your cameras the right way — legally, ethically, and effectively, so that the footage you collect helps you, not hurts you.

According to the U.S. Department of Transportation (DOT) and various state laws, fleet operators must ensure their dash cam usage aligns with:

• Windshield obstruction laws (varies by state—e.g., Wis. Stat. § 346.88, ORS 815.220, ARS 28-959.01)
• Audio/video recording consent laws (e.g., one-party vs. all-party consent states)
• Data privacy and retention policies for video footage and employee information
• Federal Motor Carrier Safety Regulations (FMCSR), where applicable, especially for DOT-regulated fleets

Compliance isn’t a checkbox. It’s the foundation that makes your fleet safety solution reliable and your camera footage legally defensible.

Common areas of non-compliance include:

• Cameras blocking the driver’s view
• Recording audio without proper consent
• Lack of signage or policy communication to drivers
• Poor data security or retention protocols

Dash cam compliance starts before you ever hit the road. You’re still at risk if your devices aren’t installed correctly or legally. Read Dash Cam Installation Guide for Fleet Owners: What to Know Before You Buy to learn more.

Dash Cam Compliance Guide for U.S. Fleet Vehicles

FMCSA Dash Cam Compliance for Commercial Fleets

Integrating dash cams into your commercial fleet is a proactive step toward enhancing safety and accountability. However, it’s crucial to ensure that their installation complies with the Federal Motor Carrier Safety Administration (FMCSA) regulations.

According to the FMCSA’s final rule, dash cams and other vehicle safety technologies may be mounted:

• No more than 8.5 inches (216 mm) below the upper edge of the area swept by the windshield wipers.
• No more than 7 inches (175 mm) above the lower edge of the area swept by the windshield wipers.
• Outside the driver’s sight lines to the road and highway signs and signals.

State-Wise Dash Cam Compliance Checklist

Windshield Obstruction and Placement Laws

Fleet dash cams must be mounted to avoid blocking the driver’s view. Most states prohibit placing non-transparent objects on windshields that could obscure vision, meaning dash cams usually have to be installed either on the dashboard or in minimal windshield areas. 

For example, Texas law makes driving a misdemeanor with any object attached to the windshield that obstructs or reduces the driver’s clear view. Many states have nearly identical rules:

• California: Dash cams are legal in California if mounted in specific windshield zones, up to 7 in² in the lower passenger-side corner, 5 in² in the lower driver-side corner, or the upper center. Commercial trucks may mount within 2 inches of the top edge, outside the wiper sweep. Any other placement that blocks the driver’s view is prohibited.
• New York: New York prohibits attaching any unapproved items to the windshield. State law bans posters or stickers on windshields (except those authorized by the DMV), which implies dash cams cannot be stuck on the glass in any way that obstructs the view. To keep the windshield clear, fleet operators in NY should mount dash cams on the dashboard or behind the rearview mirror.
• Illinois: Illinois law provides that no object that materially obstructs the driver’s view may be placed between the driver and the windshield. To comply, dash cams in Illinois should therefore be low-profile and ideally mounted off the windshield (e.g., on the dash or behind the mirror).
• Florida: Florida’s obstruction law is similarly strict. No dash cam should be affixed to the windshield if it materially blocks the driver’s view. The camera should be placed on the dashboard. (Florida does not list specific size allowances or exceptions for dash cams in its statute, so any windshield mounting can be ticketed if an officer deems it obstructive).
• Wisconsin: Dash cams are legal in Wisconsin, but windshield mounting is restricted. Devices must not obstruct the driver’s view or fall within the wiper sweep area. For compliance, mount cameras outside the driver’s direct line of sight on the dashboard or behind the rearview mirror.
• Oregon: Windshield-mounted dash cams are not allowed. State law prohibits any material that impairs visibility into or out of the vehicle. To comply, fleet owners should mount dash cams on the dashboard, away from the windshield and windows.
• Arizona: Dash cams are legal in Arizona, but must follow strict size and placement rules. Devices can be mounted behind the rearview mirror or in the lower corners of the windshield — up to 5 in² on the driver’s side and 7 in² on the passenger side. Larger or improperly placed units risk violating obstruction laws. Dashboard mounting is a safe alternative.
• Minnesota: Any non-transparent material or object suspended between the driver and the windshield is restricted.
• New Jersey: Prohibits objects that obstruct the windshield.
• Pennsylvania: Devices must not interfere with the driver’s clear view of the highway.

(In all states, remember to avoid placing the camera in an airbag deployment zone or where it might interfere with other safety systems. Additionally, mounting screens or distracting displays because of the driver can be illegal in some jurisdictions—dash cams with screens should be off during driving.) 

Audio Recording Consent Laws

If a dash cam records audio inside the cab, fleet managers must comply with state wiretapping/eavesdropping laws. Consent requirements for audio recording differ from state by state. In some states, only one party (for example, the driver) must consent to the recording, whereas others require that everyone recorded must give permission. Fleet operations often involve recording drivers (employees) and potentially passengers or the public, so it’s critical to follow the applicable consent rule:

• “One-Party” Consent States: In a majority of states (and under federal law), a dash cam’s audio can legally record as long as at least one participant in the conversation consents. This means if the driver knows about and consents to the recording, it’s lawful even if no one else does. Alabama, Alaska, Arizona, Arkansas, Colorado, Georgia, Hawaii (with conditions), Idaho, Indiana, Iowa, Kansas, Kentucky, Louisiana, Maine (one-party for in-person conversations), Minnesota, Mississippi, Missouri, Nebraska, New Jersey, New Mexico, New York, North Carolina, North Dakota, Ohio, Oklahoma, Oregon (one-party for electronic communication), South Carolina, South Dakota, Tennessee, Texas, Utah, Virginia, West Virginia, Wisconsin, and Wyoming are all one-party consent states. 

Even in one-party states, however, it’s wise to inform all occupants as a best practice. Many companies still notify passengers or employees about audio recording (through stickers or policy) to maintain trust, though it’s not legally mandated.

• “All-Party” Consent States: Several states require the consent of every person being recorded in a private conversation. Notable all-party consent states include Connecticut, Delaware, California, Florida, Illinois, Oregon, Pennsylvania, Maryland, Massachusetts, Washington, Montana, Nevada, and New Hampshire.

Important: Always consult with a legal advisor, especially for multi-state operations, to ensure precise compliance with consent laws.

Storage and Data Retention Laws

While there are no federal mandates on dash cam data retention for commercial vehicles, several states and industry guidelines suggest or require specific practices. These laws often intersect with privacy, cybersecurity, and consumer protection statutes.

• California Consumer Privacy Act (CCPA): Requires businesses to disclose data retention policies and provide security for stored footage, especially when it contains personally identifiable information (PII).
• Illinois Biometric Information Privacy Act (BIPA): Applicable if dash cams include biometric data like facial recognition. Consent is required, and retention periods must be clearly stated.
• New York: No explicit dash cam retention law, but strict data breach and cybersecurity regulations apply to any stored footage.
• Oregon: The Oregon Consumer Information Protection Act mandates secure storage and prompt notification in the event of a data breach.
• Arizona: While no specific retention law exists, general data security laws require businesses to implement and maintain reasonable security procedures to protect collected video data.
• Wisconsin: Requires that any personal data collected electronically must be stored securely. Organizations must inform users how long the data is retained and for what purpose.
• Massachusetts: Personal data breach law mandates proper security measures for digital information and timely notification if data is compromised.
• Nevada: Requires reasonable security of any PII, including audio/video data captured by fleet dash cams.

Recommended Practice: Retain footage for at least 30–90 days unless tied to an incident. Use encrypted, access-controlled storage systems with audit trails, and ensure footage can be exported for legal review. Have a documented retention and deletion policy accessible to regulators and legal counsel. There is no specific dash cam retention law, but data breach laws apply. 

Driver Notification and Privacy Requirements

Notifying drivers (and passengers) about in-cab recording isn’t just best practice — in many states, it’s required for dash cam compliance.

Signage

States like California mandate clear in-vehicle notices for any audio or video recording. A simple dashboard decal such as “This vehicle uses recording devices for safety purposes” meets requirements and protects your fleet. Even in Florida and Illinois, posting signage helps demonstrate passenger awareness in all-party consent states.

Employee Notification
If dash cams capture driver behavior, most states expect a written notice. In California, employers must provide unedited footage to employee drivers within 5 days upon request. California law restricts video capture to 30 seconds before and after a trigger event (like sudden braking). States like Connecticut and New York also require employer transparency. Include a dash cam policy in your handbook, outlining purpose, data use, and expectations.

Passenger Awareness
For fleets carrying passengers, such as shuttles or service vehicles, notify all non-employees with signage or a simple verbal heads-up. D.C. requires explicit consent for in-vehicle audio recording.

Driver Consent & Training
Have every driver sign a written dash cam policy that clearly outlines how footage is used, stored, and protected. This helps reduce legal risk in all-party consent states, improves transparency, and reinforces driver accountability. Need help drafting a policy? EcoTrack can provide a dash cam policy template.

Personal Use & Privacy Settings
In some states (e.g., California), drivers must be allowed to disable inward-facing recording during breaks or personal use. Clarify company policy and provide tools like camera privacy covers where needed.

Fleet compliance builds trust, not just safety. Learn how it shapes your brand image in The Impact of Fleet Management on Reputation

Fleet Management Checklist for Dash Cam Compliance

This fleet management checklist provides a structured, actionable approach to ensuring your fleet complies with local, state, and federal dash cam regulations.

1. Assess State-by-State Requirements

• Map out all jurisdictions where your fleet operates.
• Regularly review and document specific wiretap, privacy, and data retention laws applicable to each state.
• Use compliance tracking tools or legal counsel to stay up to date.

2. Choose the Right Dash Cam

• Determine your needs: front-only, driver-facing, or dual-view cameras.
• Select models with relevant features like GPS tracking, night vision, real-time alerts, and AI-based behavior monitoring.
• Ensure the camera supports secure cloud storage and integrates with your fleet management system.

Non-compliant setups often start with the wrong equipment. Plug-and-play dash cams and consumer-grade trackers might seem cost-effective, but they can create major compliance gaps.

Want to see what’s at stake? Don’t miss: The Risks of Using Consumer Cameras and Tracking for Fleet Management — and why fleets need pro-grade solutions from day one.

 3. Confirm Legal Mounting & Configuration

• Ensure mounting location complies with local obstruction laws
• Mount behind rearview mirror or on dash (not windshield if prohibited)
• Use approved brackets and adhesive methods for a tamper-proof setup
  

4. Set Audio Settings Based on State Law

• Configure cameras for one-party or all-party consent
• Place visible audio/video recording signage inside each vehicle
• Use in-app driver consent acknowledgment where available

5. Draft a Company-Wide Dash Cam Policy

• Include the purpose of dash cam usage, data storage timelines, and consent protocols.
• Outline the consequences for misuse or tampering with devices.
• Make the policy accessible and regularly updated as laws evolve.

6. Obtain Driver Consent

• Use standardized, legally reviewed consent forms.
• Conduct onboarding sessions to explain the policy and answer questions.
• Maintain up-to-date records of all signed consent documents.

7. Train Drivers on Dash Cam Usage

• Educate drivers on how and when cameras record.
• Highlight how footage protects them in the event of disputes or incidents.
• Conduct periodic refresher courses to reinforce compliance.

8. Monitor and Audit Usage Regularly

• Schedule routine audits to verify camera functionality and data integrity.
• Use fleet management dashboards to detect tampering, disconnections, or recording issues.
• Establish a reporting system for anomalies or driver concerns.

9. Ensure Secure Data Handling

• Store video footage in encrypted, access-controlled cloud systems.
• Implement tiered access privileges—only authorized personnel should retrieve footage.
• Maintain audit logs for all access and data handling activities.

10. Set Up Retention and Deletion Protocols

• Define a clear retention timeline (e.g., 30–90 days) and automate deletion of expired footage.
• Establish exception protocols for preserving footage linked to accidents, claims, or investigations.
• Communicate these policies to all stakeholders.

11. Legal Review and Updates

• Engage legal counsel to vet your dash cam policy and practices.
• Review laws at least quarterly, mainly if operating in multiple states.
• Update internal documentation and training materials accordingly.

12. Notify Your Insurance Provider

• Inform your insurer about the dash cam installation
• Ask about premium discounts or program credits
• Ensure footage format is admissible in claims defense

13. Update DOT Logs and Inspection Records

• Keep the camera installation documentation with vehicle records
• Add camera checks to regular inspection forms
• Include camera proof in annual compliance audits

14. Integrate with Fleet Management Systems

• Connect dash cams with your GPS, telematics, and ELD platforms.
• Centralize alerts, footage, and reports for streamlined analysis.
• Use analytics and ADAS data to assess driver behavior, detect safety violations (like seatbelt use, stop sign/red light infractions, or drowsiness), optimize routing, and improve safety scores.
• Sync data with GPS and telematics.
• Centralize reporting and incident management.

Best Practices for U.S. Dash Cam Compliance

Incorporating these compliance measures into your fleet management checklist ensures that your fleet operates within legal parameters while maximizing the benefits of dash cam technology.

How EcoTrack’s Smart Cams Help Your Fleet Stay Safe and Compliant

Ensuring the safety of your fleet and drivers is paramount. EcoTrack’s Smart Cameras integrate advanced AI technology to provide real-time insights, promoting safer driving behaviors and enhancing operational efficiency.

Main Features:

• AI-Powered Monitoring: Instantly detects high-risk behaviors like distracted driving, texting or mobile phone use, harsh braking, seat belt violations, and running red lights or stop signs. Fleet managers receive alerts for proactive coaching and corrective action.
• Live View Access: Watch drivers in real time as they’re on the road. Live streaming lets you verify behavior instantly — whether it’s checking for seat belt use or spotting mobile phone distractions as they happen.
• Event-Based Recording: Automatically records critical events (like sudden stops or impact), so you can review exactly what happened without combing through hours of footage.
• Driver Scorecards: Track performance across key safety metrics — including speeding, distraction, compliance with stop signs — to help identify top performers and those needing more support.
• Seamless Integration: Smart Cameras sync effortlessly with EcoTrack’s GPS and telematics systems, giving you a unified platform for monitoring safety, compliance, and driver behavior.

Protect Your Drivers, Reduce Risk, Stay Compliant with EcoTrack Fleet Management

With EcoTrack Fleet Management, you can deploy AI-enabled cameras that meet every legal requirement while gaining powerful safety tools that protect your business and drivers.

Experience the transformative impact of EcoTrack’s Smart Cameras on your fleet operations. Enhance safety, ensure compliance, and drive efficiency.

Ready to make dash cam compliance effortless?

Contact EcoTrack today for a personalized demo.