Undoubtedly, one of the biggest and most time-consuming hassles in the transportation industry is management of Driver Qualification Files (DQFs). These files, required by the Federal Motor Carrier Safety Administration (FMCSA) include extensive information on each driver, including their background, qualifications, legal issues, and job history, must be meticulously maintained – and be available on-demand for regulatory agencies.
Should even a single required item be missing from a driver’s DQF, it could result in steep fines and other penalties. Yet with turnover so common in the transportation industry, keeping the files up to date can be genuinely difficult.
That’s why it’s time for operations to abandon paper based DQFs. The regulatory burden is simply too high, and the penalties too damaging, to risk paper-based errors. A good driver file software package allows you to digitize and manage your DQFs digitally and brings numerous benefits to your operation.
Three Reasons Why Now Is the Time Embrace Digital Driver File Software
1 – Universal access from anywhere
For a transportation company, merely having to keep physical files in a single location can be a significant barrier to maintaining your DQFs. Modern business is cross-country or even global. Physical paper archives are a bottleneck and can make it particularly difficult for drivers to keep all their paperwork submitted on time. With remote file access, driver file software systems allow DQ Files to be updated from anywhere.
2 – Easy driver-side updates
Drivers also hate dealing with DQFs, since they’re frequently asked to provide documentation and ongoing proof of licensing, certification, etc. A digital system can easily be linked to portal-based websites, or mobile phone apps, allowing drivers to quickly and easily update their files as needed with minimum disruption to their jobs. After all, you want your drivers on the road, not dealing with paperwork.
3 – Smart alerts avoid problems
Modern driver file management software is “smart” and proactive. Programmed to follow the latest regulations, it can alert you and/or your drivers whenever action needs to be taken, such as ensuring that licenses and certifications remain up to date, or warning when older documents need to be removed from the system.
Get Driver File Software Solutions
A paperless digital software system for managing DQFs will reduce your overhead, prevent costly mistakes, and minimize the time you, your staff, and your drivers all have to waste while dealing with bureaucratic requirements. Contact VLC to learn more about how digital file management will improve your operation!