Ditch the paper
Gain speed and storage space.
Working with paper can obscure crucial information and slow down your processes. Push the paper off your desk and get a clean start with a simple, easy-to-use DQF.
Manage documents proactively
Never let a file expire again.
Stay on top of safety by getting alerts whenever a file or document is about to expire and update it instantly in your system.
Connect your processes
Manage the entire driver lifecycle in one system.
Enhanced DQF integrates with your other recruiting, onboarding, and safety processes and the Driver Pulse App, making managing every aspect of your drivers’ careers a cinch.
Digital Driver Files
Annual MVR Reports
Document Expiration Alerts
Secure Driver Data
Bulk MVR Ordering
“Keeping a compliant DQ file can be a challenge and Tenstreet has been key in helping us do that. I asked for a mock audit a couple of months ago and the auditor stopped after looking at just a few drivers and safety management pieces stating that Ard had the best driver file management that he has seen to date. Thank you all for helping us be one of the best safety departments in the industry!”Jeanine Gaskins, Ard Trucking
“Just to let you know, we went through a Texas State DOT Audit and we passed with flying colors. The auditors were here for only 6 hours! They were very pleased with the electronic DQ Files! They stated they planned on being here for 3-4 days!”Jason Turnbo, Parkway Transport
“It is tremendously easier to manage than our previous process. It probably took a whole day to do DQF reports prior to Tenstreet and it has saved us a huge amount of time.”
Jenny Topp, QA Coordinator, TransCor America, LLC
The documentation held within a DQF contains various records outlining the suitability of the truck driver in operating Commercial Motor Vehicles (CMVs). A DQF is actually quite complex in its requirements. DOT driver qualification file forms, certifications, licenses, and more needs to be compiled and maintained in a DQF alongside the driver application form.
Despite its complexity, to comply with the DOT regulations, a DQF must be accurately kept for each driver. The Department of Transportation conducts audits to ensure companies are properly abiding by DQF requirements.
- Gross Vehicle Weight Rating (GVWR) or Gross Combination Weight Rating (GCWR) is over 10,000 pounds
- Vehicle is designed to carry 15 people or more
- Vehicle is carrying hazardous materials
Note that even though the requirement to drive a vehicle over 26,000 pounds is a commercial driver’s license (CDL), your CDL qualifications have no bearing on DQF requirements. The requirement for a DQF applies to those driving interstate with any vehicle over 10,000 pounds, regardless if you possess a CDL or not.
Rules for driving intrastate vary depending on the state. Some states require a DQF when vehicles are over 10,000 pounds, following the federal regulations. Others require a DQF for vehicles over 12,000 up to 26,001 pounds.
A DOT employment application is one of the mandatory forms to be included within a Driver Qualification File. In fact, truck drivers are not allowed to drive a CMV unless this employment application form is signed-off.
The employment application form can be created by the employer so long as it includes all the required information as outlined in the Code of Federal Regulations 391.21. Alternatively, you can utilize the FMCSA new driver application package.
Note that this employment application is mandatory for all DOT drivers. Even if you’re the owner-operator of your trucking company, you’ll need to fill one out to be compliant.
1. Application for Employment
Each DQF must contain the driver’s application for employment. The Code of Federal Regulations detail information required to be on each employee application.
2. Investigation in Safety Performance History
An inquiry must be held on the driver’s safety performance history for the past three years. This investigation must be documented and retained inside the DQF.
3. Motor Vehicle Record
The trucking company must obtain the driver’s motor vehicle record (MVR) for the past 12 months. A review of the driver’s MVR will be conducted annually to ensure minimum safe driving requirements are satisfied.
4. Certification of Violations
Drivers must provide a list of motor vehicle infractions and violations each year. This record should be compared with the MVR and retained within each truck driver qualification file.
5. Driver’s License
Either one of the two must be retained in the DOT Driver Qualification File:
- Road test certificate
- Copy of commercial driver’s license
6. Medical Examiner’s Certificate
Every two years, drivers must pass a physical exam by a licensed medical examiner. Examiners will take note of any physical impairments which may affect the driver’s ability to operate a vehicle safely. All medical examiners need to be authorized and listed on the National Registry of Certified Medical Examiners List.
The point of maintaining a Driver Qualification File for each driver is to not only protect the driver and the company but the public as well. Actively maintaining truck driver qualifications through these records provide a way to monitor a driver’s ability to safely operate a commercial vehicle.