Recruiting | Onboarding | Driver Renewals
Driver Communication | DOT Audit Preparation | Seasonal Rehiring
DOT Driver Qualification File Management Software
DRIVING TIME INTO YOUR DAY!
Empowering You to manage DOT Driver Lifecycle
DQMConnect made preparing for the audit very simplistic. It is fantastic you can choose drivers to be audited with a click of a button. Being able to check for expired documents via DQM’s notifications is extremely helpful and a great reminder to update documents before an audit occurs
Let's see how DQMConnect can help you
Drive Time into Your Day
3 easy ways to learn more
1. Simply call us at 530-384-3884
2. Complete the form, or
3. Click the Schedule a Call button to request a discovery call
DQMConnect™
Driver Qualification File Management Software
How DQ file management works to help you Manage Your Drivers Life Cycle
Smart Online Application for Drivers
- Take control of your hiring process.
- Recruiters can instantly qualify serious driver applicants.
- Enhanced, friendly applicant environment; turn more qualified applicants into drivers
- Simplify the DOT driver file requirements and expedite the driver onboarding process.
- Increase your hiring teams visibility and find more qualified drivers.
- On-board new commercial drivers and put them behind the wheel in a fraction of the time.
- Perfect for seasonal/agricultural drivers: update online application in minutes rather than re-apply!
Automated Renewal Management
- Automated reminders for driver renewals are sent directly to drivers through text and email
- Simple driver upload from smartphone to driver file for admin approval
- The automated driver renewal process saves time for Driver, HR/Safety, and Fleet Managers
Automated Renewal Management
- Automated reminders for driver renewals are sent directly to drivers through text and email
- Simple driver upload from smartphone to driver file for admin approval
- The automated driver renewal process saves time for Driver, HR/Safety, and Fleet Managers
Online DQ File Storage Management
- Self-managed driver file management. You are in control of how your files are organized and stored. You can even add your own custom company documents. You can customize and standardize to fit your company. You are in control, always.
- This contrasts with many of the DQM competitors who offer this as a service. They take control of your DQ files, and they manage DQ file requirements and renewals for you.
- Automatic Archive Organization to retain FMCSA file retention requirements in mind
Driver Communication Portal
- Eliminate the need for email, texts, and phone calls.
- Drivers can receive automated renewal notices and complete task from their phones or tablets.
- Custom company forms and DOT forms may be submitted to the driver’s portal for review and signature.
- The driver completes task and pushes back to admin for review and storage
- Safety training materials and videos may be sent, viewed & accepted in the driver’s portal.
Driver Communication Portal
- Eliminate the need for email, texts, and phone calls.
- Drivers can receive automated renewal notices and complete task from their phones or tablets.
- Custom company forms and DOT forms may be submitted to the driver’s portal for review and signature.
- The driver completes task and pushes back to admin for review and storage
- Safety training materials and videos may be sent, viewed & accepted in the driver’s portal.
How Driver Qualification File Management Software can help your company
Company C-level
C-level can expect an excellent ROI (return on investment) on the first day.
Recruiter
Instant access for interested applicants. Recruiting starts early conversations and guides qualified applicants to drivers. The automated pre-hire qualification process enables you to pre-qualify and onboard drivers within hours.
HR Department
HR, Safety, Fleet managers: can expect a 24% or more in time savings. DOT file management ensures DOT compliance. DOT audit portal savings hours of DOT audit preparation.
Fleet Managers
Online DOT and custom company forms simplify and save time with the onboarding process for both the company admin team and driver, leaving a great first impression on new drivers. Automated reminders transfer the burden to drivers and save time for HR, Safety, & Fleet managers.
Drivers
Driver portal simplifies the distribution and management of driver safety training. Provides In-depth DQ Analytics & Driver Intelligence
Research | Development
After 2 years of research and testing, we determined that the transportation industry deserved a better DQ file management solution. We designed a system that can truly save time and money while enabling you to fully maintain control of your driver files and hiring process.
This driver file software was designed and developed to be simple to use, simple to deploy, and meets the challenges of hiring, managing, and communicating with drivers.
Simple & Smart – Driver File Management
Developing software for asset and workflow management since 2010 for over 100,000 assets and 2000
trucking companies.
Discover | Demonstrate | Deliver
Challenges Faced by Companies
- The current paper process is labour-intensive and lacks the proper checks and balances needed for compliance.
- Employment changes or absences can create paperwork gaps or piles.
- The loss of an HR/Safety person is a loss of Driver qualification file knowledge.
- Software deployment anxiety: Trucking companies fear technology due to previous technology deployments that took months to implement, train, and get any ROI. Many software companies make promises that are not delivered.
- Missed opportunities filling driver seats: Drivers may lose interest or find another job due to the process taking too long. Highly competitive market, drivers may have multiple offers, what makes you different? How long does it take for you to contact interested quality drivers?
- Driver reminders: HR notifies the Fleet manager who notifies the driver, if a driver is slow to respond this process continues multiple times taking time away from all parties.
- DOT Audit Preparation: DOT audit preparation can take hours and often days. Driver qualification file audits are on the rise and DOT auditors may arrive on-site without notice. Are you ready?
Challenges Faced by Companies
- The current paper process is labour-intensive and lacks the proper checks and balances needed for compliance.
- Employment changes or absences can create paperwork gaps or piles.
- The loss of an HR/Safety person is a loss of Driver qualification file knowledge.
- Software deployment anxiety: Trucking companies fear technology due to previous technology deployments that took months to implement, train, and get any ROI. Many software companies make promises that are not delivered.
- Missed opportunities filling driver seats: Drivers may lose interest or find another job due to the process taking too long. Highly competitive market, drivers may have multiple offers, what makes you different? How long does it take for you to contact interested quality drivers?
- Driver reminders: HR notifies the Fleet manager who notifies the driver, if a driver is slow to respond this process continues multiple times taking time away from all parties.
- DOT Audit Preparation: DOT audit preparation can take hours and often days. Driver qualification file audits are on the rise and DOT auditors may arrive on-site without notice. Are you ready?
The Solution... DQMConnect™
Self-Managed – Driver Life Cycle | Hiring to Termination Workflow
Responsive
Designed to function well on all devices. Desktop, tablet and mobile.
dot auditor portal
DOT auditors have a private portal with managed access.
Hipaa Compliant
Rest assured that all content is secure and HIPAA Compliant.
driver Communication portal
Drivers can receive text alerts and access a private portal to communicate and upload files.
web based
Easy to deploy, easy to use, with access to files from any location with internet.
SMART e APPLICATION
Software guides the driver through the online process, insuring a complete and accurate application.
FAQs for Dot Driver Qualification Management Software
What is the Driver Qualification File?
The Driver Qualification File is a collection of all the supporting documentation showing that a driver is fully qualified to operate the commercial vehicle(s) within your motor carrier fleet to which they are assigned. These driver files are required by federal regulations and failure to comply with these requirements could mean hefty fines and empty driver seats until remedied.
These records contain everything from the driver’s application, past driving records, and employment, to medical tests, drug tests, logs and supporting documents, and more.
Many companies struggle with what needs to be in the driver file as well as how long records need to be retained. We will answer some of those questions here and show you how DQMConnect™ manages all this for you so dates and times come as handy reminders instead of constant lookups on the DOT site.
How long should various records be kept?
Here is a basic list of DQ files and their retention requirements. For the full Driver Qualification File checklist and retention requirements, please consult the DOT safety planner or let DQMConnect™ take care of all the details for you.
Driver Qualification Files must be kept and maintained for the duration of the driver’s employment and for 3 years beyond.
Within the DQ files, these record retentions currently apply:
- MVR – 3 years
- Certificate of violations – 3 years
- Medical examiner’s certificate – 3 years
- Accident register – 3 years
- Negative drug tests – 1 year
- Positive drug tests – 5 years
- DVIRs – 3 months
- Inspection and maintenance records – 1 year
How often will I get alerts?
Notifications are provided when any document is missing as well as documents that are coming up for renewal. The DQMConnect™ dashboard provides a summary view of all the drivers and their current compliance status so that the HR, Fleet, or Safety manager can quickly see what is needed, by whom, and by what date.
Who needs a driver qualification file?
Driver Qualification files are needed for any driver who operates a commercial motor vehicle. This applies to vehicles exceeding 10,000 lbs. as well as those that transport 8 or more passengers. These requirements apply to salaried as well as contractors, full-time and part-time, driving once or driving daily.
Different records are needed for specialized driving such as drivers of vehicles greater than 26,000 lbs. or carrying hazardous materials. However, each does require a driver file and it must be accurately and timely maintained.
Can DQ files be stored electronically?
While electronic storage is not required, it is a huge time saver for all personnel involved in creating and maintaining DQ files. Many companies are successfully moving away from paper processes which lack the proper checks and notifications needed to stay in compliance.
I am an owner-operator, do I need driver qualification file management software?
Yes. Per the FMCSA, every driver must have a driver qualification file including owner-operators and mechanics that operate vehicles on public roads. For a complete description of the documents required to be in each driver’s qualification, refer to the Code of Federal Regulations.
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