DQ File Management a Burden for Small and Large Fleets
posted in Alerts, Blog, Uncategorized by Brian Gray
DQ File Management a Burden for Small and Large Fleets
Focus on Your Drivers, Not Just Their DQ Files
The Federal Motor Carrier Safety Regulations (FMCSR), 49 CFR Part 391 lists strict requirements for Driver Qualification (DQ) Management. Whether you’re a small or large company, managing these requirements can be challenging.
The FMCSA DQ files is the driver’s personnel file. After job offers are extended to drivers, fleets build these files of past employment, motor vehicle records, credit history, and other documents.
DQ record keeping should be considered the minimum file requirements. Failure to institute and maintain these very basics can lead to DOT fines, CSA violations, Unsatisfactory Safety Rating and even Out-of-Service Orders.
After hiring, managing driver files becomes an ongoing burden: The U.S. Department of Transportation (DOT) requires employers to keep files current for drug tests, physical exams, conducting annual driver reviews (which can be a burdensome process), safety records, annual MVRs, commercial driver’s licenses and endorsements.
Non-compliance of DQ File Management Exposures Risk and Incurs Heavy Fines
When you’re not in compliance, you are facing risks of misplacement, filing inaccuracies, manual error, and time-consuming record keeping practices. Beyond that, you risk incurring violations or costly litigation that can negatively impact your operations.
According to FMCSA’s 2015 Pocket Guide to Large Trucks and Bus Statistics, the total number of driver out-of-service (OOS) violations in 2014 was 194,074. The National Listing of Enforcement Cases Closed in 2015 reported many Carriers and Passenger Carriers with a part 391.51(b) violation: not having a copy of the motor vehicle record received from each State record pursuant to § 391.23(a)(1). The minimum fine alone was $620.00. Similarly, Part 391.51(a) was violated often: Each motor carrier shall maintain a driver qualification file for each driver it employs. Again, the minimum fine was $620.00.
Driver Turnover Causes More DQ Management Headaches
Driver shortages are a significant hit to your bottom line. Your goal is to keep qualified drivers on the road. The trucking industry as a whole is currently experiencing in excess of 100% driver turnover annually. The turnover rate is considered good when in the 80% range. Each driver turnover requires another driver file to be created. This amplifies the issue of managing compliant DQ files for every driver that comes through your company.
External DQ file management helps companies stay on top of the labor-intensive task of managing renewable and DOT-required documents. So, whatever happens from your employees’ initial hire to the end of their tenure, you’ll be in compliance.
CleanFleet Specializes in DQ File Management
For complete assistance, CleanFleet can work with your driver candidate to complete the Driver Qualification File process for you. Our experts will flag any information we feel you should investigate further. All you do is review the data, make the hiring decision, monitor for future deadline requirements, and store the records! We can even add your custom forms and policies to the forms completion process!
We also audit all your DOT-required documents, helping to reduce gaps in data that expose you to risk. Let us help you reduce your risk exposure, improve your fleet’s CSA scores, and reduce the cost of labor, fines, and fees you may face on your own.
We have a web based platform where all files and documents are easily accessed and the knowledge and expertise from a company that deals with Safety and Compliance on a daily basis. Call our experts at CleanFleet today at 503-479-6082.
