Are Your Driver Files in Order?

The DOT has the authority to conduct a driver qualification file audit any time FMCSA safety data indicates a problem with compliance and/or safety regulations. If your company had a DOT audit today, would your Driver Qualification Files (DQ) meet the Federal requirements?   

The FMCSA requires that all drivers operating a vehicle with a Gross Vehicle Weight Rating (GVWR) or Gross Combination Weight Rating (GCWR) of 10,001 pounds or more prove they meet the safety, health, and qualifications needed to operate a commercial vehicle. Under the regulations, motor carriers are required to maintain a driver qualification file for each of their covered drivers. While some of the documents are one time only documents, others are ongoing and require periodic updates. To make it even more confusing, some documents are only required for certain types of drivers, or in specific situations. Here’s a checklist to help ensure you’ve got the right supporting documentation—and how long you need to keep it.

Initial Documentation

1. Driver’s Application for Employment. The application for employment must be completed and signed. Must be kept for the life of employment plus three years after termination.
2. Driver’s Road Test Certificate or Equivalent. Must be kept for the life of employment plus three years after termination.
3. Inquiry to Previous Employers: Safety Performance History Records Request. Must be kept for the life of employment plus three years after termination.
4. Safety Performance History Records: Driver Correction or Rebuttal (if applicable). Must be kept for the life of employment plus three years after termination.  Must be kept for tInquiry To State Agencies for 3-Year Driving Record. Must be kept for the life of employment plus three years after termination.
5. Pre-Employment Drug and Alcohol Documents. Periods of record retention vary.
6. Entry-Level Driver Training Certificate. Must be kept for 3 years from the date of execution.
7. Longer Combination Vehicle (LCV) Driver Training Certificate if LCV driver. Must be kept for the life of employment plus three years after termination.
8.  Longer Combination Vehicle (LCV) Certificate of Grandfathering if LCV driver. Must be kept for the life of employment plus three years after termination.
9.  Multiple-Employer Drivers (if applicable). Must be kept for the life of employment plus three years after termination.
10. Skill Performance Evaluation Certificate for drivers with loss of or impairment of limbs. Must be kept for 3 years from date of execution.

On-going Documentation

1. Annual inquiry To State Agencies for driving record (MVR). Must be kept three years from the date of execution.
2. Supervisor annual review of driving record. Must be kept three years from the date of execution.
3. Annual Medical Examiner’s certificate. Must be kept three years from the date of execution.
4. Verification that the Medical Examiner is listed on the National Registry of Certified Medical Examiners. Must be kept three years from the date of execution.

Failure to keep DQ files in order and up to date can lead to serious financial and operational consequences for the employer. With the FMCSA conducting more and more remote audits, a digitized DQ system is a must have. 

Compliance Safety Manager’s (CSM) digitized DQ system provides the tools for employers to manage all DQ required documentation in one place. Dashboard and email alerts help you stay on top of approaching renewals. Schedule a demo today to learn how CSM can help you stay current and compliant while saving time and money.