Benefits of Having an Electronic Driver Qualification File
DOT Fines, CSA Violations, Unsatisfactory Safety Rating, Out of Service Orders; Risk- Extreme financial risk in an accident litigation- could be just an audit away. Let’s get you up-to-speed!
Let’s start with the basics of what is a Driver Qualification File and who needs one.
What is it?
A Driver Qualification File, also know as a DQ File, or DQF is a set of documents required by the FMSCA for drivers as a record keeping document to be available to prove your drivers are safe enough and healthy enough to drive a Commercial Motor Vehicle. Click here for more detailed info on DQF’s.
Who needs one? Well, more companies than you think!
DQ Files are a requirement for any driver who operates a vehicle with a GVWR/GCWR of 10,001 pounds or more, transports at least 8 passengers including the driver, or who transports hazardous materials that require placarding is required to have a file containing their qualification documents. (See 49 CFR Part 391 for the complete regulation).
Unfortunately, many motor carriers assume that as long as their company doesn’t employ CDL drivers who operate Commercial Motor Vehicles (CMVs) with a Gross Vehicle Weight Rating (GVWR) or Gross Combination Weight Rating (GCWR) of over 26,000 pounds, that the Federal Motor Carrier Safety Regulations don’t apply to them….Well that can be a very costly assumption that can result in hefty fines or worse.
NOTE– Don’t forget Mr./Ms. Owner Operator you’re included in needing a DQ File as you are considered employers AND employees.
OK, What happens if I don’t have my DQ File Up-to-date?
If you’re a new authority, you will be audited within your first year as part of your New Entrant Safety Assurance Program. Without a complete file you will fail your safety section of the audit. You definitely do not want to get flagged right off the bat. You could be fined and/or lose your authority which is no way to start your company. A completed Driver Qualification File is one of the most tedious portions of the new entrant safety audit. So, it pays dividends to get things organized correctly in the first place, and once they are keeping them maintained that way.
Companies that have been in business for a while are just as at risk if they are audited or have other safety violations that put them at a higher risk of getting audited. The more employees and/or independent contractors you have the larger your risk can be and as with a new authority these can included DOT Fines, CSA Violations, Unsatisfactory Safety Rating, Out of Service Orders; Risk- Extreme financial risk in an accident litigation. Not fun stuff, but if you’re set up correctly in the first place (or now) you’re way ahead of the game.
Where do I keep my DQ File? Electronic is where you should be!
Many businesses keep all their basic employee documents in one personnel file. However, since you’re reading this, your business is likely regulated by the DOT so you need to have a separate Driver Qualification File containing specific records and documentation.
Keeping your drivers’ files up-to-date and consistent can be really painful. It is even more painful as you grow your business and this requirement gets lost in the shuffle. DQF “solutions” vary from a) old file cabinets with stagnate documents provided from traditional forms companies -you know who, b) digital computer storage that include a stagnate file repository on someone’s computer- (there are many potential liabilities with this), c) cobbled together solutions- typically these are not easy to use offerings from hodgepodge TMS systems, d) services providers that offer expensive options for doing minimal upkeep. However, option e) are electronic/digital solutions. These are the best solutions that allow for ease of use, allow you to quickly see who is out of compliance, what records are missing, when they’re expiring, easily upload/update documents and easily get needed documents from your drivers.
Note– Failing to keep the initial driving record/MVR is one of the most common mistakes and where having that file digitally stored makes it easily accessible.
Great info, now what?
Don’t delay in getting your documents put in place and getting started today. If you currently have your authority, keeping your documents in an Electronic Driver Qualification File is simply put, good business. You will take many of the frustrations of having a DQF away. A digital solution enables to you to easily keep all those initial driving files from when an employee began and the history of all those documents easily in one place.
With ComplyDQ we provide the convenience and ease to help you succeed today and tomorrow. Using what we call a “digital file cabinet with electronic sticky notes”- for reminders- further streamlines your business. As an organizational tool we make keeping your files nice, neat and tidy the standard. Check us out for free today.
Questions? Give us a call or shoot us an Email.