Driver Qualification File Management

The FMCSA Driver Qualifications (DQ) are the start of a driver’s personnel file.

The Federal Motor Carrier Safety Administration considers monitoring the qualifications and safety performance of your drivers to be a critical element in maintaining a safe carrier operation. At minimum, an annual review of driving performance and insuring driving credentials are valid can weed out unsafe drivers or pin point areas where further training could correct bad driving habits before they negatively impact your company.

The Federal Motor Carrier Safety Regulations outline minimum requirements and documentation for maintaining a Driver Qualification file. It is more important than ever to manage these DQ Files well because in June 2018, ATA Chief Economist Bob Costello released turnover figures for the first quarter of 2018. According to ATA’s Trucking Activity Report, the annualized turnover rate at large truckload carriers – fleets with more than $30 million in annual revenue – jumped six points to 94%. At smaller truckload carriers, the turnover rate sunk to 73%, but was still seven points higher than for the same period the previous year. Managing compliant DQ Files with this turnover can get awfully complicated.

The Glostone Difference: 

• - We offer a proprietary, web based platform where all files and documents are safely stored and retri3ved
• - Regulatory knowledge and expertise.  We deal with Safety and Compliance regulations every day!
• - Efficiency of system can reduce cost of labor, fines, and fees
• - Monthly recap from a safety specialist to evaluate company’s safety and compliance

The Glostone DQ File Management Service

Our file management service electronically maintains all of the required DQ file documents for your review or DOT audit.  Our system identifies missing documents, tracks credential renewal dates, initiates the annual review process and keeps you informed every step of the way.  Our process includes:

• - Upload all current DQ files into the system and review for compliance
• - Electronically maintain each DQ file, by driver, by terminal
• - Send alerts, action emails and follow up by one of our Safety Compliance Specialists regarding missing, expiring documents and/or upcoming compliance deadlines.
• - Provide Customized DOT and Company required pre-hire documents to each driver applicant
• - Work with each driver to complete forms and ensure 100% compliance (see DQ File Preparation Service)
• - When hired, work with management to identify and complete required post-hire driver documents
• - Initiate DOT and company required periodic file updates including ordering driver Motor Vehicle Records (MVR’s)
• - Customizable option to upload Company specific documents and material

For those companies who want to go beyond minimum DQ file requirements, we can customize a program that can meet your needs.  Additional services can include:

• - Gathering additional violation history (PSP report)
• - Completing criminal and Social Security back ground checks,
• - Inserting/reviewing specific company policies,
• - Onboarding training videos
• - Driver retention programs

DQ File Accelerator 

If you just want help with the first part of the DQ Process (1. Complete the Required DQ Files), we help with getting you an easy to use required DQ files for you to fill out. The required driver qualification forms are difficult to get, difficult to construct, time consuming to complete, and the task of correcting incomplete documents and chasing missing documents can be a nightmare. Glostone's DQ File Accelerator can help you do it yourself by providing 8 Mandatory Fillable PDF Forms required by the FMCSA (Part 391).

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