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Driver Files Must Be Maintained
For The Life Of Employment & 3 Years After Termination

The FMCSA requires drivers and fleets to maintain a proper driver qualification record or file. The driver file is a
complex document with multiple parts that need to meet the guideline and standards as outlined by FMCSA.

We at DTS guide our customers through this process and make sure to keep them compliant for the next audit.

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FMCSA Detailed Requirements For
Driver Qualification Files

Pre-Employment Drug and Alcohol Documents

Employers must ask potential employees if they have tested positive or refused to test on any pre-employment drug or alcohol test within the past three years. If the potential employee admits to h

Life of employment See the Controlled Substances and Alcohol chapter for recordkeeping requirements.

Driver's Application for Employment

A driver must not drive a CMV unless an application for employment is completed and signed.

Life of employment + 3 years after termination

Driver's Road Test Certificate or Equivalent*

A person must not drive a commercial motor vehicle until he/she has successfully completed a road test and has been issued a certificate.

Life of employment +3 years after termination

Inquiry to Previous Employment

Safety Performance History Records Request. Carriers must investigate the driver's employment record during the preceding three years. This investigation must be completed within 30 days of the date e

Life of employment +3 years after termination

Safety Performance History Records

Driver Correction or Rebuttal (if applicable). Carriers must maintain a record of both the request for a driver's safety performance history and any related documentation; for example, if a driver doc

Life of employment +3 years after termination

Inquiry To State Agencies for 3-Year Driving Record

Carriers must contact State agencies for the driver's MVR for the past three years. The request must be made within 30 days of hire. MVR must be kept in the driver's personnel file and updated annuall

Life of employment +3 years after termination

Ongoing Updates to DQ files

Employer note verifying that medical examiner is listed on the National Registry of Certified Medical Examiners A note must be included in the driver's qualification file to verify tha

3 years from the date of execution.

Inquiry To State Agencies for Driving Record - Annual

Motor carriers must contact State agencies annually for an updated copy of each driver's MVR.

3 years from the date of execution

Review of Driving Record - Annual

At least once every 12 months, the carrier must collect a current motor vehicle record (MVR) from the State issuing a driver's license, and review the MVR to determine whether the driver still meets t

3 years from the date of execution.

Driver's Certification of Violations - Annual

At least once every 12 months, drivers must submit a list of all convicted violations of motor vehicle traffic laws and ordinances during the previous 12 months. The carrier must review this and compa

Life of employment 3 years from the date of execution.

Medical Examination Report and Medical Examiner's Certificate

All commercial drivers are required to pass a physical exam conducted by a licensed medical examiner at least once every 24 months. The carrier must retain a copy of this certificate. For CDL drivers,

3 years from the date of execution.

The Following Additional Documents are Only Required For
Certain Types Of Drivers, Or In Specific Situations

Pre-Employment Screening Program (PSP)

The Pre-Employment Screening Program (PSP) is an electronic record system that helps carriers make more accurate and informed hiring decisions. This report provides secure electronics access to a comm

    Entry-Level Driver Training Certificate

    All CDL drivers with less than one year of experience must provide this certiticate

    3 years from the date of execution

    Longer Combination Vehicle (LCV) Driver Training Certificate

    A driver must not operate an LCV unless the driver can produce an LCV Driver Training Certificate or an LCV Driver Training Certificate of Grandfathering.

    Life of employment +3 years after termination

    Longer Combination Vehicle (LCV) Certificate of Grandfathering

    Life of employment +3 years after termination

    Multiple-Employer Drivers

    Life of employment +3 years after termination

    Skill Performance Evaluation Certificate

    3 years from the date of execution

    We are ready to help you throughout the process.

    Introducing
    DTS Driver Qualification Files Software

    Software Features

    DOT Approved Online Driver Application For Hiring
    Our new online application process designed for truck drivers saves time and is 100% compliant with Department of Transportation (DOT) regulations.
    E-Signatures For Driver Oualification File.
    One of the best things about our online application process is that all the information is ready to go once vou decide to hire them. including electronic signatures
    Build Vour Own brand
    Every document produced through the online application process contains full branding for your company. including letterhead.business logo, and contact information
    Save and Return Feature
    Truck driver applications can be long and often require several documents to complete. Many potential employees simply do not have the time to finish the application in one sitting for a variety of re
    DOT (PSP)
    The Pre-Emplovment Screening Program gives carriers. individual drivers and industry service vroviders the ability to see a commercia driver's safetv records through the Federal Motor Carrier Safety
    Automatic Order MVRs For Annual Reviews
    Rw choosino automatic MVR‹ Drivers Riles Online will allow for MVR monitorino for the fill emnlowment time for a driver
    Learn More

    More Features

    More features of our VoIP Software includes:

    Automated Asset Records
    Electronic Previous Employer Investigations
    Live Broker-Dealer Investigations
    Medical Card Expiration Reminders
    100% Driver File & Form Compliance
    Save Driver Files For Required Time Length
    Driver File Full Download
    Experienced DOT Regulation Support Staff

    We are ready to help you through out the process.

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