DOT Recordkeeping & File Management: Driver Qualification Files
Having a good driver qualification program reflects positively on a company’s safety management controls. A thorough recordkeeping process will ensure a motor carrier’s Driver Qualification Files are accurate and up to date. These files document the pre-employment process and ongoing efforts to verify if their drivers are qualified to be behind the wheel.
Creating and Maintaining Driver Qualification Files
The first phase in establishing a safety management program would be to qualify the company’s drivers, starting with the pre-employment process. Establishing these files and following a structured approach will prove to be worthwhile for any company. However, without a monthly or quarterly cadence to maintain your DQ-Files, these efforts could fall by the wayside as noncompliance will ultimately ensue. Documenting every single thing may seem minuscule, but it will come in handy if you need to engage in a safety audit or court proceeding.
It’s best to have a clean recordkeeping process, and a documented explanation for anything that may have been missed along the way. And maintaining your DQ files regularly will create a training experience for your office employees. Establishing these types of protocols will prevent future mistakes from reoccurring.
Five Forgotten DQ-File Requirements
Every motor carrier needs to demonstrate a true dedication to fleet safety, which includes qualifying drivers and DOT-Recordkeeping. We’d like to provide you with five tips on maintaining quality Driver Qualification Files.
DQ-Files must be kept for an additional three years after an employment period.
Any company driver operating a vehicle over 10,000 GVW needs a DQ-File. So, this applies to both CDL and Non-CDL drivers.
MVR’s (motor vehicle reports) need to be pulled for pre-employment, annual reviews, and medical card renewals.
Each DQ-File needs a copy of the front and back of an employee’s driver's license. The back of the license will show the driver’s endorsements and restrictions.
Always keep your files up to date, organized, and easily accessible. Various documents are stored throughout one’s employment, while others are purged over time as a part of a file management process.