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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Ditch paper files for 100% compliant digital DQ files

AvatarFleet's DQ File Managed Services Team Gives You Peace of Mind that You'll Pass Every 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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1. DQ File Transition (One-Time Project)

If your files are paper or digital, we can transition them to our DQ file management system, A-Suite. This is a perfect time to review each DQ file for compliance.

Scan

We travel to your location with our scanners to remove the thousands of staples and digitize each DQ File.

Upload

We organize, label and upload all documents to their proper record type for each driver.

Review

Our expert team reviews every record for FMCSR 391 compliance.

2. DQ File Managed Services (On-Going)

Once your DQ Files are digital, you may still need experts to review your records or you may want to outsource the time-consuming management process completely.

Audit

Our expert team reviews 10% of your records for FMCSR 391 compliance, on an as needed basis.

Review

Our expert team reviews every record for FMCSR 391 compliance upon upload.

Outsource

Our expert team will manage the process of collecting expiring records from your drivers.

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.