First, what are DQ Files?
The FMCSA requires commercial motor carriers to maintain a Driver Qualification (DQ) file for each of their drivers (Title 49 CFR 391). Driver Qualification files must contain all the required documentation showing the driver is qualified to operate a commercial vehicle. Failure to comply can be costly.
Here are a few of the required documents for the driver qualification file:
- Complete DOT compliant employment application
- A copy of the front and back of the driver’s license
- MVR (pre-employment and annual motor vehicle reports)
- Certificate of road test
- Certificate of violations
- Previous employment history
- Safety performance records
- Pre-employment Drug & Alcohol documents
- Medical card with any medical exemptions if applicable
- FMCSA Clearinghouse queries
Additional documents may apply. Contact us for a full list or visit the Code of Federal Regulations for more information.
Driver Qualification File Management
Complete Driver Qualification File records must be maintained. Not only for the entire term that the driver is employed but for 3 years after. Many requirements, such as MVR require an annual review. Carefully collecting and completing all the required documents for a new hire can be challenging, even daunting. However, the real burden to HR and/or the Fleet Manager is the maintenance as employers are required to maintain current files. DOT audits are on the rise and many of them without notice. Are you ready?
Fines are Costly for DQ File Violations
As an example, just missing the 2-year requirement for a physical exam can cost over $2,000. And that is just one of many possible violations for just one driver. The costs can be astronomical if not well managed. Therefore, you can see why software tools that help manage DQ Files are an advantage.
DQMConnect™ for your Driver Qualification File Management
DQMConnect™ provides a completely unique solution for DQ File management. You maintain complete control over all your files and the confidence that the DQ files are complete and up-to-date . When you use DQMConnect™ you’re in the driver’s seat. DQMConnect™ takes care of data availability, backups, as well as early reminders for renewals. DQMConnect™ provides an online eApplication to get the required records BEFORE you hire. You enjoy access 24×7, regular backups, complete security, and HIPAA-compliant data handling.
The DQMConnect™ dashboard provides a quick landscape view of what documents are needed from your driver applicants as well as anything required by your existing drivers to stay current and DOT compliant.
When you stop to consider the amount of time saved in hiring and maintaining just one set of driver files, you can easily see how a Driver Qualification Management software tool like DQMConnect™ can have a positive impact on your business.
If you would like more information on DQ files or Driver File Qualification management, we are here to assist. With over 50+ years in the industry, we can answer your questions and show you how impactful DQMConnect™ can be on your business. Don’t lose control over your DQ Files, just lose the hassle of filing paper!
Contact Vehicle Licensing Consultants today to revolutionize your DQ File Management!
Vehicle Licensing Consultants
A Virtual Projects, LLC Company
Fleet & Driver Compliance…Fleet Tracking Software
530-384-3884
