Maintain compliance with FMCSR Part 391 and have consistent, centralized management of your driver qualification administration. (04695)

J. J. Keller® Driver Qualification File Management Service

Maintain compliance with FMCSR Part 391 and have consistent, centralized management of your driver qualification administration.

The Driver Qualification (DQ) File Management Service minimizes your risk by helping you establish, organize, standardize and maintain your DOT driver documentation such as safety performance history form, MVR and driver application for employment.

We can also track and maintain any company-specific documents. A dedicated team works with you to manage your program.

"Since the beginning, my J. J. Keller Rep has given me her full attention, gone above and beyond and made very helpful suggestions. I have met my goal and my new branch location is 100% DQF compliant!"

— Jose Cavazos, Safety Manager, Hydrochem

 

Click Here to Learn More!

Or, talk with a Compliance Specialist
today at 888-473-4638.

How The Service Works

First, J. J. Keller provides a comprehensive audit of your file contents to ensure compliance. This will establish your initial compliance levels that we will use to benchmark your progress.

Second, we create a centralized driver database by establishing an electronic driver qualification file for each driver — all file contents are saved electronically and you have access to them 24/7 in your secure Client Information Center (CIC) online portal. All your operating locations will be in one database.

Lastly, we perform ongoing daily auditing of your file contents to identify missing, expiring, and incomplete documents. You receive daily notifications of these compliance deficiencies and advanced notice of documents that will be expiring. Deficiencies and notifications are also available in the Client Information Center. By having full visibility of your fleet and staying on top of your driver paperwork — you'll be able to improve your CSA Driver Fitness scores!

In the event of a DOT audit, we will support you through the entire process. We will provide instruction on how to present your records, and be available for questions from you or the auditor.

Watch the Safety Success Story – J. J. Keller & Cintas Corporation:


Supplemental Services to Save You Time

NAPBS logo

As a client of one of our driver qualification compliance services, you can choose from several supplementary services that will further improve your fleet's DOT compliance program:

  • Motor Vehicle Report (MVR) Ordering
  • Motor Vehicle Report (MVR) Scoring
  • DOT Employment Verification Ordering (Safety Performance History Records Request)
  • National Registry Verification
  • Pre-employment Screening Program (PSP) Service
  • California Employer Pull Notice (EPN) Program Service
  • DOT Physical Appointment Scheduling

Find out more about these Supplemental Services now!

Call us toll free at 1-888-473-4638 for a no-obligation discussion. Or, if you prefer, fill out the form at the bottom of the page and we'll be in touch with you soon!

DQ Platinum®

This service is a combination of J. J. Keller's Driver Qualification File Management Service with CSA and roadside inspection monitoring to ensure that driver-based compliance deficiencies are properly identified for correction. This combination emphasizes the Driver Fitness and Unsafe Driving BASICs which are often compliance gaps that go unnoticed. DQ Platinum will help you establish and maintain lower CSA scores, reduce exposure to risk and litigation, and save you valuable time.

DQ Platinum includes the full Driver Qualification File Management features, and also daily roadside inspection and driver-based CSA monitoring.

We provide you daily notification of roadside inspections and inspected drivers and provide Driver Acknowledgement Letters for all drivers receiving inspection violations. This allows you to be proactive and address inappropriate driver behavior immediately. In addition, we audit CSA Driver Fitness violations and make necessary reconciliation with your DQ file documentation including administration of your DataQ challenges as needed.

DQ Platinum logo

Reporting

Get 24/7 access to your driver information and reporting through the J. J. Keller® Client Information Center. A dashboard-style interface allows easy access to view compliance summaries, alerts and more!

The Client Information Center web portal will keep you informed of the compliance work we're managing on your behalf. In addition to working directly with your assigned Client Service Specialist, you can access this site to get immediate information on your compliance.

You'll Have:

  • 24/7 access to all documents
  • Complete visibility to your compliance
  • Powerful drill down capabilities

Call us toll free at 1-888-473-4638 for a no-obligation discussion. Or, if you prefer, fill out the form at the bottom of the page and we'll be in touch with you soon!

FAQs

Who needs a Driver Qualification file?

For drivers involved in interstate commerce, it’s based on the definition of “Commercial Motor Vehicle” from §390.5 and includes drivers operating in any area that is open to public travel.

  • 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

What do you do if something is missing from a DQ file?

There’s no way to erase these types of violations, so you may be cited if it’s caught by an auditor. To minimize the damage, show a good faith effort to comply. Don’t try to hide the violation as it’s considered falsification. You may want to document in the file that you know about the violation and have taken steps to correct it.

When is a Motor Vehicle Report (MVR) needed?

  • At time of hire
  • Annually
  • For CDL drivers, within 15 days of every exam
    • §391.23, §391.51

Related Solutions

Events

Feb 22
10:00AM
11:00AM

Driver Qualification and the Power of J. J. Keller® Encompass®

Webcasts
The process of driver qualification can be overwhelming. Hiring the right drivers and ensuring their credentials comply with the regulations is critical for the successful and safe operation of every company. This new webcast will provide a basic overview of the driver qualification regulations and a demonstration of J. J. Keller® Encompass®, a proven fleet management system that supports thousands of fleets by providing compliant, centralized, cloud-based management of the driver qualification process.
Feb 27
8:00AM
2:30PM

DOT Audits - What You Need To Know

Executive Seminars - Denver, CO
Join J. J. Keller experts, Sr. Safety Consultant, Jeana Hysell and Sr. Account Executive, Arty Bentch for this complimentary educational seminar on DOT Audits for the experienced fleet professional! You'll gain valuable information on DOT audit prevention strategies, guidance on implementing FMCSA's "Safety Management Cycle" within the CSA Seven Basics and how to take your safety programs to the next level - beyond compliance! Call 800-843-3174 x8150 to register now
Feb 28
10:00AM
11:00AM

Beyond the ELD Mandate: Preparing for What's Next

Webcasts
Now that electronic logging is the “law of the land,” the question is, “what now?”. The devices are installed, and drivers are using them, but many companies are unsure about what they should, and must be doing next. Or maybe you’re still working on implementing ELDs and don’t know what to expect. In this webcast you’ll learn how to address and correct common problems that happen with ELDs, changes you may need to make to improve operational efficiency, and how to use and audit “all that data” to make sure your fleet is operating in compliance and safely, and that you get the most from your ELD investment. Don't miss this popular event.
Mar 06
8:00AM
2:30PM

DOT Fundamentals - A Green Book Overview

Executive Seminars - Boston, MA
Join J. J. Keller experts for this complimentary educational seminar on DOT Fundamentals for the entry-level fleet professional! You'll gain a valuable explanation of the Code of Federal Regulations/Federal Motor Carrier Safety Regulations using your free copy of the J. J. Keller FMCSR "green book" as a reference tool. This seminar will be highly beneficial for safety professionals just entering the fleet industry or those who simply need a refresh on the regs! Come early for an ELD Bonus Session on “Hours of Service and Managing Your Operation with ELDs”! Learn about the latest updates on ELD enforcement, the risks of non-compliance, how to manage your data and exposure, and tools to help you manage your compliance program beyond the ELD.” Use the link or call 800-843-3174 x8150 to register.
Mar 06
9:30AM
2:30PM

The Challenges of ELogs: Maximizing Your Investment, Minimizing Your Risk

Executive Seminars - Detroit, MI
The ELD mandate is now in effect and if you’ve installed ELogs, you know that the compliance challenges and opportunities are just beginning. Make time to attend our new seminar and hear from the experts about how to maximize your ELog solution. Our subject matter experts will weigh in on how to use EHOS data to improve compliance and operations, understand the AOBRD and ELD challenges at roadside inspections, prepare for ELD audits, and more. And you’ll also find additional value in the hands-on J. J. Keller ELog driver experience. Register today to start maximizing your ELog investment!
Mar 07
10:00AM
11:00AM

FAQs on DOT Drug & Alcohol Testing: Answers to your questions

Webcasts
Countless questions are submitted to J. J. Keller Subject-Matter Experts monthly on the topic of DOT drug and alcohol testing. Through the years, we have seen recurring questions and common areas of confusion. This webcast is a compilation of the most frequently asked questions on the topic of drug and alcohol testing. The webcast offers listeners the opportunity to pose their own questions as we cover a variety of subtopics. Come join the discussion!
Mar 08
10:00AM
11:00AM

How To Prepare for and Survive an Audit in the Age of ELDs

Webcasts
Have you ever gone through a DOT audit? Then you probably know they can happen fast, without warning, and the last thing you want to be is unprepared for one. In this webcast, we will discuss how an audit, correctly known as a “carrier investigation,” will be conducted at a carrier that is using electronic logs. We'll help you to understand what a carrier can do when it comes to: •daily operations, •internal auditing, and •making sure drivers are not creating false logs or other violations that will be a serious problem during an audit You'll leave this webcast feeling prepared should you ever get audited. Don't miss this event!
Mar 13
1:00PM
2:00PM

Post Elogs: Bringing Technology to the Rest of Your Safety Operation

Webcasts
Whew! Your operation made it past the ELD mandate. Whether you were an early adopter or made a last-minute change, chances are that the reality of the conversion was not as bad for you, your organization, and your drivers as was envisioned or feared. You are rightfully encouraged – what’s next? There are other electronic processes that fleets can use to become safer and more effective. During this webcast, you'll learn how to: •Identify additional technology; •Analyze risk vs. reward of the solutions available; •Focus on the next stages of implementing technology for reporting, dispatching, and training; •Discover the benefits of being an entirely paperless fleet; and •use technology to save time, be more accurate, and efficient.
Mar 14
10:00AM
11:00AM

Top Driver Qualification FAQs

Webcasts
Ensuring that commercial motor vehicle drivers are fully qualified at all times can be a confusing and daunting task, but it’s vital if you want to avoid the fines, penalties, and liability that can result from noncompliance. If you’ve got questions, we’ve got answers! Join us as we discuss the most commonly asked questions concerning driver qualification (DQ), based on the hundreds of DQ questions our experts receive every month. Areas of focus during the webinar will include: •DQ File Basics •Road Tests •Safety Performance History •Medical Certification •Driving Records (MVRs) •Non-Compliance You’ll also get a chance to pose your own questions throughout the event.
Mar 15
8:00AM
2:30PM

DOT Fundamentals - A Green Book Overview

Executive Seminars - Portland, OR
Join J. J. Keller experts for this complimentary educational seminar on DOT Fundamentals for the entry-level fleet professional! You'll gain a valuable explanation of the Code of Federal Regulations/Federal Motor Carrier Safety Regulations using your free copy of the J. J. Keller FMCSR "green book" as a reference tool. This seminar will be highly beneficial for safety professionals just entering the fleet industry or those who simply need a refresh on the regs! Come early for an ELD Bonus Session on “Hours of Service and Managing Your Operation with ELDs”! Learn about the latest updates on ELD enforcement, the risks of non-compliance, how to manage your data and exposure, and tools to help you manage your compliance program beyond the ELD.” Use the link or call 800-843-3174 x8150 to register.
Mar 20
8:00AM
2:30PM

DOT Fundamentals - A Green Book Overview

Executive Seminars - Indianapolis, IN
Join J. J. Keller experts for this complimentary educational seminar on DOT Fundamentals for the entry-level fleet professional! You'll gain a valuable explanation of the Code of Federal Regulations/Federal Motor Carrier Safety Regulations using your free copy of the J. J. Keller FMCSR "green book" as a reference tool. This seminar will be highly beneficial for safety professionals just entering the fleet industry or those who simply need a refresh on the regs! Come early for an ELD Bonus Session on “Hours of Service and Managing Your Operation with ELDs”! Learn about the latest updates on ELD enforcement, the risks of non-compliance, how to manage your data and exposure, and tools to help you manage your compliance program beyond the ELD.” Use the link or call 800-843-3174 x8150 to register.
Mar 20
10:00AM
11:00AM

Fleet Technology & Onsite Audits: Why Recordkeeping Still Matters

Webcasts
Technology has changed virtually every commercial enterprise. This is especially true in transportation with many carriers now using technology, from ELDs and in-cab cameras, to GPS devices and driver messaging and dispatching. So what are the expectations to keep these records and provide them to enforcement at the roadside or a compliance review? In addition to electronic records, what other records are required? Join us to learn about the ins and outs of FMCSA recordkeeping, including: •recent rule changes •how technology (ELDs) will change audits •tools you can use to stay compliant.
Mar 21
10:00AM
11:00AM

Driver Qualifications

Webcasts
What is meant by the term “driver qualifications”? There is a large body of regulations devoted to what is involved with qualifying a driver, specifically sections in Parts 382, 383, and 391. However, there is much more to “qualifying” a driver than following the regulations. In this webcast, we will discuss the policies and procedures a carrier should have to make sure that it is not hiring an unqualified driver or its next problem.
Mar 22
10:00AM
11:00AM

Medical Qualifications/Sleep Apnea

Webcasts
Any discussion of sleep apnea needs to begin with what the rules say, and don’t say. That discussion must be followed by what the medical examiners have been told and are currently doing. However, that is just the beginning of the discussion when it comes to sleep apnea. Sleep apnea is a “hidden cause of fatigue” that carriers should consider addressing themselves, rather than waiting for an examiner to tell you that one of your drivers is at risk. In this webcast, you'll learn the regulations that cover sleep apnea, the advice and recommendations that medical examiners have available to them when deciding who is a candidate for sleep apnea, and why carriers should be concerned about not just what the examiners are doing, but about sleep apnea in general.
Mar 27
8:00AM
2:30PM

DOT Fundamentals - A Green Book Overview

Executive Seminars - Dallas, TX
Join J. J. Keller experts for this complimentary educational seminar on DOT Fundamentals for the entry-level fleet professional! You'll gain a valuable explanation of the Code of Federal Regulations/Federal Motor Carrier Safety Regulations using your free copy of the J. J. Keller FMCSR "green book" as a reference tool. This seminar will be highly beneficial for safety professionals just entering the fleet industry or those who simply need a refresh on the regs! Come early for an ELD Bonus Session on “Hours of Service and Managing Your Operation with ELDs”! Learn about the latest updates on ELD enforcement, the risks of non-compliance, how to manage your data and exposure, and tools to help you manage your compliance program beyond the ELD.” Use the link or call 800-843-3174 x8150 to register.
Mar 27
1:00PM
2:00PM

DOT Policies & Procedures: The foundation of your compliance program

Webcasts
Compliance with the regulations will be the focus of this webcast, as we'll cover recent and potential changes to hours-of-service rules,ELDs and their effect on the hours-of-service rules,procedures for handling medical cards and their relationship to their medical status on MVRs, and surviving an audit from the FMCSA. We'll also leave time for a Q&A session.
Apr 03
8:00AM
2:30PM

DOT Audits - What You Need To Know

Executive Seminars - Kansas City, MO
Join J. J. Keller experts, Safety Consultant, Doug Herlein and Account Executive, Shawn Duncan-Houx for this complimentary educational seminar on DOT Audits for the experienced fleet professional! You'll gain valuable information on DOT audit prevention strategies, guidance on implementing FMCSA's "Safety Management Cycle" within the CSA Seven Basics and how to take your safety programs to the next level - beyond compliance! Come early for an HR Bonus Session on “Driver hiring & Employment Issue - Where DOL Meet DOT”! Attend this early bonus session to hear how labor laws impact the transportation industry and learn how to avoid employment pitfalls. Use the link or call 800-843-3174 x8150 to register.
Apr 03
1:00PM
2:00PM

ELD Mandate: Are you exempt?

Webcasts
Many motor carriers and drivers have lingering questions about the ELD mandate, the hours-of-service (HOS) rules, and the exceptions that may or may not apply. In this webcast, we’ll answer: Who’s subject to the ELD regulations, and who’s exempt?; Is my vehicle too old to need an ELD?; When can I use paper logs, logging apps, or time cards?; How do the “short-haul” provisions work?; and which ELogs will be grandfathered, and which ones will not? If you have questions, our experts have answers! We'll hold a Q&A session at the end of the webcast.
Apr 04
10:00AM
11:00AM

Critical Steps in Accident Preparation & Response

Webcasts
The worst has happened. One of your drivers has been involved in a serious accident. Now what? So many things need to be done correctly, and one mistake can have catastrophic consequences. In this webcast, you'll learn: •Steps you should take to prepare for a serious accident; •What you need to do in the first critical hours after the accident; and •What you need to do in the weeks, months, and even years that follow. Don't miss out on this new webinar!
Apr 05
1:00PM
2:00PM

4 Things Every Fleet Needs To Know About ELD Data

Webcasts
ELDs collect significant volumes of data which carriers may not be ready for. This webcast will answer four major carrier questions around effectively dealing with BIG DATA: •How will audits be different with so much detail about what my drivers are doing? •How will we handle the potential deluge of unassigned driving events? •How will ELDs affect how we protect our company from litigation? •How will we manage our fleet differently with all of the potential data we could be getting from the ELD? A Q&A session will also be included, so bring your questions!
Apr 10
8:00AM
2:30PM

DOT Fundamentals - A Green Book Overview

Executive Seminars - Riverside, CA
Join J. J. Keller experts for this complimentary educational seminar on DOT Fundamentals for the entry-level fleet professional! You'll gain a valuable explanation of the Code of Federal Regulations/Federal Motor Carrier Safety Regulations using your free copy of the J. J. Keller FMCSR "green book" as a reference tool. This seminar will be highly beneficial for safety professionals just entering the fleet industry or those who simply need a refresh on the regs! Come early for an ELD Bonus Session on “Hours of Service and Managing Your Operation with ELDs”! Learn about the latest updates on ELD enforcement, the risks of non-compliance, how to manage your data and exposure, and tools to help you manage your compliance program beyond the ELD.” Use the link or call 800-843-3174 x8150 to register.
Apr 10
1:00PM
2:00PM

Driver Qualification and the Power of J. J. Keller® Encompass®

Webcasts
The process of driver qualification can be overwhelming. Hiring the right drivers and ensuring their credentials comply with the regulations is critical for the successful and safe operation of every company. This new webcast will provide a basic overview of the driver qualification regulations and a demonstration of J. J. Keller® Encompass®, a proven fleet management system that supports thousands of fleets by providing compliant, centralized, cloud-based management of the driver qualification process.
Apr 17
8:00AM
2:30PM

DOT Audits - What You Need To Know

Executive Seminars - Baltimore, MD
Join J. J. Keller experts, Safety Consultant, Todd Ward and Account Executive, Robert Testoni for this complimentary educational seminar on DOT Audits for the experienced fleet professional! You'll gain valuable information on DOT audit prevention strategies, guidance on implementing FMCSA's "Safety Management Cycle" within the CSA Seven Basics and how to take your safety programs to the next level - beyond compliance! Call 800-843-3174 x8150 to register now.
Apr 17
8:00AM
2:30PM

DOT Fundamentals - A Green Book Overview

Executive Seminars - Minneapolis, MN
Join J. J. Keller experts for this complimentary educational seminar on DOT Fundamentals for the entry-level fleet professional! You'll gain a valuable explanation of the Code of Federal Regulations/Federal Motor Carrier Safety Regulations using your free copy of the J. J. Keller FMCSR "green book" as a reference tool. This seminar will be highly beneficial for safety professionals just entering the fleet industry or those who simply need a refresh on the regs! Come early for an ELD Bonus Session on “Hours of Service and Managing Your Operation with ELDs”! Learn about the latest updates on ELD enforcement, the risks of non-compliance, how to manage your data and exposure, and tools to help you manage your compliance program beyond the ELD.” Use the link or call 800-843-3174 x8150 to register.
Apr 17
10:00AM
11:00AM

IFTA & IRP: What you need to know

Webcasts
Keeping your fleet of vehicles and equipment legal and working toward your financial success takes knowledge of tax laws, state-specific rules and processes, and the time and resources to do it right. During this webinar you'll learn about: •International Registration Plan (IRP) •International Fuel Tax Agreement (IFTA) •Title Management •Plate Management •Proper Credentials •Plate Renewals & Management: Base Plate (intrastate) versus IRP (interstate) •Managing Vehicle Legalization This event will also include a Q&A session.
Apr 18
10:00AM
11:00AM

Post Elogs: Bringing Technology to the Rest of Your Safety Operation

Webcasts
Whew! Your operation made it past the ELD mandate. Whether you were an early adopter or made a last-minute change, chances are that the reality of the conversion was not as bad for you, your organization, and your drivers as was envisioned or feared. You are rightfully encouraged – what’s next? There are other electronic processes that fleets can use to become safer and more effective. During this webcast, you'll learn how to: •Identify additional technology; •Analyze risk vs. reward of the solutions available; •Focus on the next stages of implementing technology for reporting, dispatching, and training; •Discover the benefits of being an entirely paperless fleet; and •use technology to save time, be more accurate, and efficient.
May 23
10:00AM
11:00AM

Hiring Standards: Background Checks

Webcasts
There are many regulations, best practices, and processes in use for hiring drivers at carriers. Mostly, they all have one goal, and that goal is to hire safe drivers for the company. One key step in any hiring process is conducting thorough background checks. This webcast will cover the required background checks, as well as optional background checks, a carrier should consider using to make sure they are hiring safe drivers.
May 24
10:00AM
11:00AM

Hiring Standards: Screening Protocols

Webcasts
There are many regulations, best practices, and processes in use for hiring drivers at carriers. Mostly, they all have one goal, and that goal is to hire safe drivers for the company. One key step in any hiring process is conducting thorough background checks. This webcast will cover the required background checks, as well as optional background checks, a carrier should consider using to make sure they are hiring safe drivers.
Jul 18
10:00AM
11:00AM

Entry Level Driver Training and Onboarding

Webcasts
A driver’s basic job is to get from origin to destination without loss, damage, or delay. This means knowing where you are going, counting and securing your cargo (or actually loading it in certain situations), inspecting your vehicle when required to make sure it keeps running and is safe, driving safely, complying with the applicable regulations, and delivering your cargo on time and in good condition, and completing the necessary paperwork along the way. To be able to accomplish all of these tasks safely and efficiently, drivers must be trained by their carriers. How and when you conduct that training is up to you. In this webcast, we will look at what a driver training program should include, how the training should be delivered, and establishing a training schedule.
Jul 19
10:00AM
11:00AM

Driver Scorecarding and Development

Webcasts
Once developed, an effective scorecard can be used as the basis for bonus and incentive programs, as a driver development and improvement tool, and as a mechanism to compare the driver’s performance to on-going employment standards. However, an ineffective scorecard can lead to confusion, the wrong message being sent to the drivers, and even unneeded driver turnover. In this webcast, we will discuss how to develop and implement an effective driver scorecard and how to avoid pitfalls that can create problems with the scorecarding.
Oct 17
10:00AM
11:00AM

Hours of Service- Fatigue Management

Webcasts
In this session we will discuss the hours-of-service regulations as they stand today and any official action that might be underway to change them. We will also look at other methods used counter fatigue, and where information can be found to help you develop a cohesive fatigue management program.
Oct 18
10:00AM
11:00AM

How to Survive a DOT Audit

Webcasts
In this webcast we will discuss the different types of investigations conducted by the Federal Motor Carrier Safety Administration (FMCSA) and the regulations and processes involved in a FMCSA investigation (audit), including: •The selection process used by the Federal Motor Carrier Safety Administration to select carriers for investigation •The “six factors,” including the required records used in each factor •The selection method used by the investigator when deciding which drivers and vehicles to audit •The audit scoring/carrier safety ratings We will also discuss the how to prevent an audit, latest news related to auditing, the top violations discovered during audits, and the steps necessary to be prepared for an audit.

I'd like to learn more!

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