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Ditch paper files for 100% compliant digital DQ files

Driver Qualification File Management

Are your DQ files audit-ready? Our proven process will make you confident your DQ files meet DOT compliance standards.

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Get Peace of Mind That You'll Pass A DOT Audit, Every Time. 

We take care of everything - from ripping out the staples of your DQ files, to auditing every record for 100% accuracy.

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Our Offers:

Comply

Comply

AvatarFleet's Self-Service DOT Compliance Software

Included:

  • Training and Account Set Up Including Roster Load
  • Comply Dashboard w/ Out of Compliance Alerts
  • Seamless Integration with Recruit Module
  • In App MVR Ordering and Text Messaging
  • Automated Driver Alerts for Upcoming Expirations
  • DQ Records Audit Toolkit
  • Secure File Manager
  • Electronic Document Upload/Storage/Removal
  • Configurable Records and Comply Rules
Comply Plus

Comply Plus

AvatarFleet's DOT Compliance Software and An Assigned Specialist

Included:

  • Training and Account Set Up Including Roster Load
  • Comply Dashboard w/ Out of Compliance Alerts
  • Seamless Integration with Recruit Module
  • In App MVR Ordering and Text Messaging
  • Automated Driver Alerts for Upcoming Expirations
  • DQ Records Audit Toolkit
  • Secure File Manager
  • Electronic Document Upload/Storage/Removal
  • Configurable Records and Comply Rules
  • Assigned Compliance Specialist
  • Expert Advice, Consult & CAP on FMCSR 391
  • Compliance Coordination w/ Dedicated Driver Rep
  • Corrective Action for Failed Records
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Comply Max

AvatarFleet's DOT Compliance Software and Complete Record Coordination

Included:

  • Training and Account Set Up Including Roster Load
  • Comply Dashboard w/ Out of Compliance Alerts
  • Seamless Integration with Recruit Module
  • In App MVR Ordering and Text Messaging
  • Automated Driver Alerts for Upcoming Expirations
  • DQ Records Audit Toolkit
  • Secure File Manager
  • Electronic Document Upload/Storage/Removal
  • Configurable Records and Comply Rules
  • Assigned Compliance Specialist
  • Expert Advice, Consult & CAP on FMCSR 391
  • Compliance Coordination w/ Dedicated Driver Rep
  • Corrective Action for Failed Records
  • Compliance Coordination w/ Drivers
  • Complete Driver File Maintenance & Oversight
  • FMCSA Audit Support
  • Complete Driver File Maintenance & Oversight

A La Carte Options


Mock-Audits

Practice a DOT Audit With AvatarFleet

Best practice if you have an established DQ File Management system in place and want to know if you are audit ready.

 

What's Involved?

Audit Checklist

Audit

We audit a sample of driver files for FMCSR 391 Compliance. The sample selection can be random or customer driven. 

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Tests

We identify and memorialize areas of compliance risk before you get audited.

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Corrective Action

We provide one on one expert guidance and a comprehensive closing audit report to remedy your compliance risk.

Managed Onboarding

Build Your DQ Files with AvatarFleet

Best practice if you're just getting started or transitioning to digital DQ files 

 

Options:

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Scan

We assure driver file inspection and process tracking in order to digitize each DQ File.

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Upload

We organize, label, and upload all documents through our secure file manager, then assign to their proper record type for each driver to accurately build the driver file.

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Tests

Our expert team audits every record for FMCSR 391 compliance, so you have absolute assurance that the files you’re transitioning are 100% compliant.

Frequently Asked Questions

What’s included in a Driver Qualification file

A Driver Qualification file (or “DQ File”) is a collection of driver documentation that shows that a driver is “qualified” to operate a commercial motor vehicle (CMV). A Driver Qualification file includes:

  • Driver application for employment
  • Pre-employment questionnaire
  • Motor Vehicle Record
  • Previous employment verification
  • Commercial driver’s license (CDL)
  • Certificate of road test
  • Motor Vehicle Record for annual review
  • Certificate of violations
  • Annual review
  • Medical card
  • Other record types (depending on DOT regulations)

When can the Department of Transportation conduct a DQ file audit?

A DOT audit can be conducted any time Federal Motor Carrier Safety Association (FMCSA) data indicates that there may be a problem with safety and compliance regulations.

What happens if DQ Files are not maintained?

If your business is audited, the average cost of a Driver Qualification File violation fine is over $600 per fine, and companies that are fined average over $6,000 in fines per company (per year). In addition, if Driver Qualification files are not maintained, drivers could be disqualified and you could face larger company-wide penalties. All this results in lost time and money for your company.

Hand-Picked Resources
Checklist

DQ File Checklist

This checklist is a summary from FMCSA 391 and is designed to help you ensure no little detail is missed when you’re creating DQ files.

Download Checklist
Guide

Drug and Alcohol Clearinghouse Guide

Get help through the Drug and Alcohol Clearinghouse implementation with this two-page infographic guide

Download Guide
eBook

How to Add 3% to Your Bottom Line Through Operational Excellence

This eBook will shift your approach to teach proper behaviors and not manage by rules and policies.

Download eBook

Ready to Pass Every Audit?

Schedule your 15-minute personalized call to talk through your organization's compliance troubles and see how AvatarFleet can help.