The Driver Qualification File is a collection of all the supporting documentation showing that a driver is fully qualified to operate the commercial vehicle(s) within your motor carrier fleet to which they are assigned. These driver files are required by federal regulations and failure to comply with these requirements could mean hefty fines and empty driver seats until remedied.

These records contain everything from the driver’s application, past driving records, and employment, to medical tests, drug tests, logs and supporting documents, and more.

Many companies struggle with what needs to be in the driver file as well as how long records need to be retained.  We will answer some of those questions here and show you how DQMConnect™ manages all this for you so dates and times come as handy reminders instead of constant lookups on the DOT site.

Here is a basic list of DQ files and their retention requirements. For the full Driver Qualification File checklist and retention requirements, please consult the DOT safety planner or let DQMConnect™ take care of all the details for you.

Driver Qualification Files must be kept and maintained for the duration of the driver’s employment and for 3 years beyond.

Within the DQ files, these record retentions currently apply:

• MVR – 3 years
• Certificate of violations – 3 years
• Medical examiner’s certificate – 3 years
• Accident register – 3 years
• Negative drug tests – 1 year
• Positive drug tests – 5 years
• DVIRs – 3 months
• Inspection and maintenance records – 1 year

Notifications are provided when any document is missing as well as documents that are coming up for renewal. The DQMConnect™ dashboard provides a summary view of all the drivers and their current compliance status so that the HR, Fleet, or Safety manager can quickly see what is needed, by whom, and by what date.

Driver Qualification files are needed for any driver who operates a commercial motor vehicle. This applies to vehicles exceeding 10,000 lbs. as well as those that transport 8 or more passengers. These requirements apply to salaried as well as contractors, full-time and part-time, driving once or driving daily.

Different records are needed for specialized driving such as drivers of vehicles greater than 26,000 lbs. or carrying hazardous materials. However, each does require a driver file and it must be accurately and timely maintained.

Yes. Per the FMCSA, every driver must have a driver qualification file including owner-operators and mechanics that operate vehicles on public roads. For a complete description of the documents required to be in each driver’s qualification, refer to the Code of Federal Regulations.