Driver Files Management

Stay audit-ready with organized, compliant Driver Qualification Files

Overview

Ensure your Driver Qualification Files (DQF) are complete, current, and audit-ready. We centralize records, track expirations, and streamline compliance with FMCSA 49 CFR Part 391 requirements, so your team can focus on safe operations. Strengthen your compliance posture with related services like Audit Services, Clearinghouse Setup, and DOT Drug & Alcohol Testing.

What's Included

  • Driver Qualification File setup and maintenance
  • CDL, Med Card, and endorsement tracking
  • MVR pulls and monitoring (initial and annual)
  • Previous employer checks and safety performance history
  • Digital document storage with secure access
  • Automated reminders for expirations and renewals

DQF Contents Checklist (DOT Part 391)

  • Application for Employment
  • Driver's License Copy
  • Medical Examiner's Certificate (MEC)
  • Road Test Certificate
  • Driver's Road Test Examination (road test form)
  • Pre-Employment Drug Test (negative result on file)
  • Chain of Custody (CCF) + lab/MRO results
  • Clearinghouse Queries:
    • Pre-Employment Full Query
    • Annual Limited Query
  • MVR Report (initial and annual, as applicable)
  • FMCSA Basic Guidelines for Truckers (orientation handout)
  • Policy Acknowledgment & General Consent
  • Random Selection Notices & Completion Proof
  • Post-Accident / Reasonable Suspicion Documents
  • SAP Clearance, RTD & Follow-Up Test Records (if applicable)
  • Organized, Indexed "Audit-Ready" Folder

Driver File Management Modules

Designed to keep every required record accurate and accessible when you need it.

  • DQF Essentials: Application, road test, qualifications, and SPH.
  • Credential Tracking: Med Card, CDL, endorsements, and renewals.
  • MVR Management: Initial, annual, and triggered reviews.
  • Alerts & Notifications: Upcoming expirations and missing items.
  • Audit Preparation: Checklists and audit-ready file exports.
  • Secure Access: Role-based access and digital signatures.

Compliance You Can Trust

Our process aligns with FMCSA Part 391 recordkeeping standards, including §391.23, §391.25, and §391.51. We help you maintain complete files with controlled access, version history, and fast retrieval during audits.

Driver Files Management

Quick Facts

  • FMCSA 49 CFR Part 391 compliant
  • Automated expiration reminders
  • Secure digital storage
  • Audit-ready file exports

Related Services

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Frequently Asked Questions All FAQs

Application, MVRs, road test/certificate, medical examiner's certificate, SPH, and credentials per FMCSA Part 391.

We use automated reminders for medical cards, CDL renewals, and annual MVR reviews, with dashboards to flag upcoming expirations.

Yes. Files are stored securely with role-based access and optional e-signature workflows.

We provide audit checklists, gap analysis, and exportable DQF packets to simplify reviews.

A pre-employment full query before hiring and at least one annual limited query per driver, with driver consent retained per FMCSA guidance.

An initial MVR at hire and an annual MVR thereafter, with a documented annual driver review per 49 CFR §391.25.

Keep the DQF for the duration of employment and for 3 years thereafter. Certain documents have specific retention periods per §391.51.

Yes. Electronic records are acceptable if complete, legible, and accessible. We provide exportable, organized audit packets.

Maintain documentation of determinations, testing, and results, including CCF and MRO reports when applicable.

Non-DOT programs vary by company policy and state law; we can align a non-DOT file set with best practices similar to DOT.

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Get Audit-Ready Driver Files

Talk to a DOT compliance expert or request a no-obligation assessment. We'll set up tracking for MEC, CDL, MVRs, Clearinghouse, and more.

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