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J. J. Keller protects people and the businesses they run. You can trust our expertise across a wide range of subjects relating to labor, transportation, environmental, and worker safety. Our deep knowledge of federal and state agencies is built on a strong foundation of more than 100 editors and consultants and 70+ years of regulatory compliance experience.

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J. J. Keller protects people and the businesses they run. You can trust our expertise across a wide range of subjects relating to labor, transportation, environmental, and worker safety. Our deep knowledge of federal and state agencies is built on a strong foundation of more than 100 editors and consultants and 70+ years of regulatory compliance experience.

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Driver Qualification File Management Service

Driver Qualification File Management Service

Let our team of experts keep your drivers qualified, on the road and in compliance with FMCSR Part 391 by managing your driver qualification (DQ) documentation. We'll also give you 24/7 access to the secure DataSense® platform so you can view your drivers' files, get immediate information on your compliance level, and use the system's robust reporting capabilities. It's the industry's most in-depth DQ service!

In-Depth Analysis & Intelligence

Work With a Compliance Advisor

Get a dedicated Compliance Advisor assigned to handle the management of your driver qualification files on your behalf.

View Real-Time Compliance Levels

See driver qualification compliance levels across all of your company's drivers and locations.

Conduct an Initial File Audit

A complete audit of all drivers' DQ file contents will be conducted covering over 170 items in each file, auditing to ensure the 100% accuracy of your information rather than just the presence of a document.

Get Alerts of Expiring Items

You'll be sent notifications whenever there is a compliance deficiency and in advance of expiring documents.

Fix Non-Compliant Items

An action plan will be created to fix any incomplete, missing and expired files to bring you into full compliance quickly.

Generate Compliance Reports

Create reports on everything from expiring MVRs to file deficiencies, expiring renewables, med card registrations and more.

Manage Ongoing DQ Compliance

We'll perform ongoing auditing of drivers' files to identify missing, expiring, and incomplete documents.

Create Online DQ Files

We'll establish a centralized database in the DataSense® portal of driver qualification files for all your drivers at all your locations.

Access Additional Add-On Services

Get optional add-on services, including MVR Ordering, DOT Employment Verification Ordering, Pre-Employment Screening and more.

Simplify Driver Document Uploads

As part of this service, your drivers will have access to our DataSense® app for fast, easy uploading of their DQ-related documents.

Onboard Drivers Faster and Easier

Access our Driver Applicant Management online tool to create and collect driver applications and related documents.

The Industry's Most In-Depth Suite of Driver Qualification Services

Learn how our full suite of driver qualification services help you manage driver compliance so you don’t have to worry.

Additional Supplemental Services

  • CSA Performance Suite
  • MVR Monitoring Service
  • Drug & Alcohol Program Management Service
  • Hours of Service Management

Driver Qualification File Management Service FAQs

For drivers involved in interstate commerce, it's based on the definition of a "commercial motor vehicle" from §390.5 and meets the following criteria:

  • Interstate commerce and
  • GVWR, CGWR, GVW or GCW of 10,001 lbs. and greater;
  • Designed to transport 9+ passengers (including driver) for compensation;
  • Designed to transport 16+ passengers not for compensation; or
  • Placarded for hazmat

The regulations do not specify where the files are to be stored, as long as they can be at the motor carrier's principal place of business, or other specified location, within 48 hours of being notified of an audit.

If a carrier's DQ files are stored electronically, they need to make sure that they have passwords set up; as with a physical file, only designated personnel should gain access.

Our goal for you is 100% compliance, so our Compliance Advisors will work with you to get your files in compliance in the best timeline for your company.
You'll be sent notifications for all compliance deficiencies and for advanced notice of expiring documents.
If you meet the requirements of a commercial motor vehicle, we offer driver qualification services for owner-operators and small fleets.

Certain items are created at the time of hire and kept for the duration of employment plus three years. Other documents that are generated biennially, annually, or more frequently, may be discarded after three years. Here’s a quick reference based on Sections 391.51 and 391.53:

  • Driver-specific application (§391.21)
  • Original motor vehicle record (MVR) from time of hire (§391.23)
  • Road test/certificate (§391.31) or a copy of the CDL as allowed by 391.
  • Photocopy of Commercial Driver’s License if used in lieu of a road test (§391.33)
  • Returned Safety Performance History inquiry, or record of your good faith efforts (§391.23)
  • Annual MVR (§391.25)
  • Annual documented review of the annual MVR (§391.25)
  • Medical Examiner’s Certificate (§391.43(g))
  • MVR indicating medical status for CDL holders (§391.41(a)(2))
  • Documentation that you checked the National Registry of Certified Medical Examiners for driver physicals (§391.23(m))
  • Medical variance or exemption document, if applicable (§391.49/Part 381)
If an owner-operator is leased to your motor carrier — i.e., not acting as an independent, for-hire carrier — you are responsible for the driver’s records (e.g., DQ file, DOT testing, logs, training). The FMCSA does not look at employee/independent contractor definitions, nor whose name is on the title of the truck. You would need all the components in the DQ file since the driver is operating under your authority based on the lease agreement. You would treat the driver the same way you would a company driver.
You'll be sent notifications for all compliance deficiencies and for advanced notice of expiring documents.