Driver Qualification File Management

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.

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.

FREE RESOURCE

DQ File Checklist

The Driver Qualification File can be overwhelming, but with this free checklist, you can ensure no detail is missed when you’re creating DQ files.

Our Offers:

Comply

Avatar'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
Automatic 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
Drivers License Extractor & Data Entry for Compliance
Med Card Extractor & Data Entry + Proof of Registration on Federal Registry

Comply Plus

Avatar'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
Automatic 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
Drivers License Extractor & Data Entry for Compliance
Med Card Extractor & Data Entry + Proof of Registration on Federal Registry
Assigned Compliance Specialist
Expert Advice, Consult & CAP on FMCSR 391
Compliance Coordination w/ Dedicated Driver Rep
Corrective Action for Failed Records

Comply Max

Avatar'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
Automatic 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
Drivers License Extractor & Data Entry for Compliance
Med Card Extractor & Data Entry + Proof of Registration on Federal Registry
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 Avatar

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

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

Tests

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

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:

Scan

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

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.

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
Annual review
Medical card

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.