The Importance of Driver Qualification Files

I cannot stress enough the importance of Driver Qualification Files. It doesn’t matter if you have a fleet of 500 vehicles or are an Owner Operator. Driver Qualification Files are required regardless.

Who must have Driver Qualification Files:
• An Owner Operator who employs him/herself as a driver.
• Anyone with operating authority.
• Commercial motor vehicles as specified in 49 CFR Part 391.

Driver Qualification Files includes:
• Recordkeeping and Retention Periods
• FMCSR Pocketbook Driver’s Receipt
• Employment Application and prior history (for driver)
• Medical Examiner’s Certificate
• CDL Self Certification
• Record of Road Test
• Road Test and Certificate
• Certification of Violations
• Notification of Traffic Violations
• Annual Review of Violations
• Motor Vehicle Record (Also known as MVR. Most states report driving records for the past three years, although some states may report five or more years of history. Most insurance companies consider the information in MVR reports, along with other factors, when determining insurance eligibility and insurance premiums. Each year you must keep a current copy of each driver’s MVR in the DQ file. This is an annual requirement.)
• Carrier Statement of On Duty Hours
• Refusal of Medical Treatment
• Driver’s Rights to Release of Driver Information
• Certificate of Compliance
• Fair Credit Reporting Act
• Driver Rebuttal Form
• Driver Data Sheet (prior log form for 7 days minimum)
• Entry level Driver Training Requirements
• Alcohol and Controlled Substance Test Information Release
• Alcohol and Drug Employee’s Certified Receipt
• Form I-9
• Copy of Driver’s driver license (front and back)
• Copy of Driver’s social security card
• PSP Report (Pre-Employment Screening Program. This is a program to help carriers make more informed hiring decisions by providing secure, electronic access to a commercial driver’s five-year crash and three-year inspection history from the FMCSA Motor Carrier Management Information System (MCMIS).)
• Authorization Release Form
• Hours of Service Rules

It’s also handy to have the Driver Qualification Checklist and File Setup page to make putting this file together and in order much easier.

It is the law that an employer keeps a driver’s Driver Qualification File for a duration of employment and (3) years thereafter.
As the owner of a company, do your due diligence when hiring drivers or you are setting yourself up for a potential financial disaster.

Call us today at 888.850.3837 (toll free) or 843.992.8869 (direct) for a Driver’s Qualification File at NO cost.

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