A Driver Qualification (DQ) File is a collection of documents a motor carrier must maintain for every commercial motor vehicle (CMV) driver it employs. The file serves as proof that the driver meets all applicable safety and qualification standards set by the Federal Motor Carrier Safety Administration (FMCSA), detailed primarily in 49 Code of Federal Regulations (CFR) Part 391. Maintaining a complete and current file is a foundational requirement for motor carrier compliance, demonstrating a commitment to safety by verifying a driver’s eligibility before and throughout their employment. This requirement applies to any driver operating a vehicle with a gross vehicle weight rating or gross combination weight rating of 10,001 pounds or more in interstate commerce, including owner-operators who must maintain a file on themselves.
Initial Required Forms and Applications
The process of establishing a new DQ file begins with collecting and verifying a driver’s background information, which forms the basis of the employment relationship. The application for employment is the foundational document, requiring specific details beyond a standard job application to satisfy federal regulations. This application must capture a history of the driver’s experience, including all traffic violations and accidents for the past three years, along with a detailed employment history covering the last decade for drivers who operate a Commercial Driver’s License (CDL) required vehicle.
A thorough investigation of the driver’s safety performance history is required, focusing on the three-year period immediately preceding the date of application. This involves contacting all previous DOT-regulated employers to inquire about accident history and any violations of drug and alcohol testing regulations. The carrier must document all attempts to contact these former employers, noting the specific information received or the failure to receive a response. The inquiry must be completed within 30 days of the driver’s employment start date.
The initial Motor Vehicle Record (MVR) provides an official snapshot of the driver’s licensing and driving history. The carrier must request an MVR from every state where the driver has held a license or permit over the preceding three years. A copy of this MVR must be placed in the DQ file within 30 days of the driver being hired, serving as the official record to confirm the driver is not disqualified from operating a CMV.
Records Proving Driving Competency and Health
Verifying a driver’s physical and practical qualifications to operate a commercial motor vehicle is documented through several specific records. The Medical Examiner’s Certificate is one of the most visible components, certifying that the driver has passed a physical examination by an examiner listed on the National Registry of Certified Medical Examiners (NRCME). This certificate, which is typically valid for a maximum of two years, is the primary proof of medical qualification that must be kept in the DQ file.
The Medical Examination Report, often called the long-form, contains the detailed results of the physical exam, including medical history and test findings. While the certificate is the required compliance document, the carrier must also be able to verify the medical examiner’s NRCME listing. For CDL holders, if the state’s Commercial Driver’s License Information System (CDLIS) MVR reflects the current medical status, the MVR itself can satisfy the medical certification requirement for the carrier’s file.
Proof of driving competency is established through the Road Test Certificate or an equivalent document. New drivers must successfully complete a road test administered by the motor carrier, and the certificate confirming the test’s successful completion must be retained. Accepting a copy of the driver’s valid CDL is a common alternative in lieu of a road test, as the licensing authority’s issuance of the CDL implies the driver has demonstrated the necessary operating skills.
Mandatory Annual Review Documents
Compliance with federal regulations requires carriers to monitor a driver’s qualifications annually. The annual review cycle begins with obtaining an updated Motor Vehicle Record (MVR) for each driver from the appropriate state licensing agency. This updated MVR must be requested at least once every 12 months to check for any new violations, suspensions, or disqualifications that may have occurred during the previous year.
After the updated MVR is obtained, the motor carrier must complete and include Annual Documentation of Review and Inquiry. This step involves a qualified company representative reviewing the newly acquired MVR to determine if the driver continues to meet the minimum safety requirements. A specific note must be created and placed in the DQ file, clearly indicating the name of the person who performed the review and the exact date the review took place, as mandated by the regulations.
The Annual Driver’s Certification of Violations is a component of the yearly compliance cycle. This document requires the driver to provide the carrier with a signed list of all moving traffic violations they have been convicted of or forfeited bond for during the preceding 12 months. The carrier is responsible for comparing the driver’s signed certification against the information contained in the updated annual MVR to ensure accuracy and to identify any unreported incidents.
Rules for Maintaining and Retaining Files
The administrative logistics for managing DQ files are defined by specific rules concerning where and for how long the records must be kept. Each DQ file must be retained for the entire duration of the driver’s employment with the motor carrier. Following the termination of employment, the file must be kept for an additional three years, ensuring that a complete audit trail exists for a total of at least three years after the driver separates from the company.
Carriers have flexibility in where they store these records, allowing files to be kept at the company’s principal place of business, a regional office, or a driver work reporting location. Regardless of the storage method, whether paper or electronic, the files must be accessible and ready for inspection upon request by federal investigators. The regulations require that records be made available within 48 hours of an official request to demonstrate compliance.
Certain documents are subject to a three-year purge rule for active drivers. For instance, once a driver is active, the carrier may remove superseded annual MVRs, expired medical certificates, and older road test certificates after three years from their date of execution. However, documents like the original application for employment and the initial safety performance history must be retained for the full employment period plus the three post-termination years.