Driver qualification file management software is overrated!
If you’re like many trucking companies, you’re probably considering driver qualification file management software.
After all, if only some of your truck drivers are compliant with the Federal Motor Carrier Safety Administration (FMCSA) DQ file requirements, that’s a big regulatory risk for you and your company.
DQ Files: The Main Problem
Let’s face it: Driver qualification files are a burden!
They’re a pain to manage, a hassle to organize, and can take a lot of time and energy to maintain.
Unfortunately, DQF management is not a one-time task that you do and then forget about.
Just think about the basics that each commercial motor vehicle DQF must contain:
A complete DOT Driver application
3 year Motor Vehicle Report/ motor vehicle record (MVR)
Negative pre-employment drug test (with a chain of custody form)
Clear Drug and Alcohol Clearinghouse Query
3 year driver Safety Performance History
Proof of a road test or a copy of the driver’s CDL
Valid medical certificate
National Registry of Certified Medical Examiners (NRCME) verification
PSP report (those are optional, but a great idea!)
And that’s just what’s required within 30 days of bringing a new driver on!
Grab Your Free DQF Checklist Here!
Studies have shown over and over again that driver qualification files are hard to manage, largely because they’re so tedious.
They can require constant attention to ensure compliance with changing regulations, which often leaves more important tasks undone.
Many companies have turned to DQ file management software in order to make the task easier for their company, but is this really the best solution?
In my professional opinion: no.
Here’s why:
Driver Qualification File Management Software: User Friendly?
Most Driver Qualification file management software isn’t that user friendly.
This leads trucking company owners and their teams to spend lots of time learning how to interact with a marginally effective computer program.
Yes, after you get everyone trained on the new program and processes, you may see some benefits. But, how long will that take?
Also, how hard is it to load your existing DQF information into the new computer system?
We’ve seen some fleets invest dozens of hours scanning their files into a computer and then uploading them into a new DQF management software program. I think that you probably have much better things to do with your time and energy!
Driver Qualification File Management Software: Data Quality
The “GIGO” problem. For you non-tech nerds like myself, “GIGO” is an acronym that stands for Garbage In Garbage Out.
As with many other computer or software systems, the quality of information that is put into the system determines the quality that comes from the system.
If your files aren’t in good shape now, simply placing them into most DQF management software systems isn’t going to fix that.
Some software is getting better at being able to tell you when documents expire. Others can also let you know that a required form is missing.
Putting both of those together is even harder and brings us to our next point.
Driver Qualification File Management Software: Cost vs. Value
The cost on some of these driver qualification file management software programs can be crazy expensive.
I mean, do you really need to pay $20 to $50 monthly per driver just to have a software program to learn?
Your hard earned money can be better invested in a more robust system.
We’re not saying that you shouldn’t use a DQ file management solution.
You really don’t have much of a choice. You’ll have to manage all of those files somehow.
But we are saying that when you do, it should be for the right reason—to automate certain processes and improve workflows.
Otherwise, you might find yourself spending more than you need to on software that doesn’t give you much of an ROI at all.
Better Than Driver Qualification File Software
A trucking compliance service can provide much better solutions!
Trucking compliance services (like our My Safety Manager program) have safety and compliance experts in place to help you be more DOT compliant.
A large part of what we do with our clients is to help manage their driver qualification file documents.
Of course, we also help with managing your drug and alcohol testing program, DOT audit prevention and preparation, CSA BASIC score analysis, vehicle maintenance management, driver safety training and much more.
The best part is that you don’t have to invest your time and energy into learning any new processes or systems! Allow us to manage the complete DOT driver qualification process for you!
We are a management service, not some shiny new app to learn.
We’re the management system!
All new driver candidates are qualified within 3 business hours of receiving their driver application.
DQF Management: How We’ll Qualify Your New Drivers
All new driver candidates are qualified within 3 business hours of receiving their driver application.
We can even provide you with your own free online truck driver application!
To qualify your driver, we take these steps:
- Order and reviewing their MVR and PSP reports
- Verify their medical examiner in the NRCME database
- Order their Drug and Alcohol Clearinghouse query
- Set up their pre-employment drug test at one of our 17,000+ collection locations
Next, we place all of those in their electronic DQF and send you pdf copies of each document.
These documents lay the groundwork for a fully DOT compliant driver qualification file!
When the driver completes their DOT drug test, it goes to an SAMSHA approved lab then a Medical Review Officer (MRO) reviews it.
Once we receive the drug test results, we store them in the driver’s electronic driver qualification file and send them to you.
If you decide to hire the driver, we’ll even conduct their 3 year Safety Performance History for you as well.
DQF Management: Auditing Your Current Driver Files
For your existing drivers, we simply audit each file for any missing information as we’re uploading them to our system.
If something is missing (like a recent MVR or a medical examiner verification), we’ll simply order those and drop them in the file.
If something is missing that only you can secure (like a copy of the driver’s pre employment drug test), then we’ll simply request that document from you.
Are your files still paper based? No problem!
Our team will convert them to digital for you for free.
If your driver’s CDL is suspended…we’ll alert you!
DQF Management: Ongoing Management of Your DQ Files
Of course we’ll be managing your driver qualification files on an ongoing basis too.
We’ll remind you (or your drivers) of upcoming CDL or DOT medical certificate expirations.
Do you currently order the “medical certificate verification MVR”?
Once a driver renews their medical certificate, you have to verify that they have correctly self-certified the new medical certificate within 15 days. This is an FMCSA requirement!
We’ll do that for you!
We’ll also order their annual motor vehicle reports (MVR) and complete the required annual review.
That’s technically not required because we’ll be monitoring all of your drivers on an ongoing basis.
If your driver’s CDL is suspended, if they don’t renew their medical certificate or if there is any new activity on their MVR, we’ll know about it and alert you!
Of course, we’ll be conducting the required annual Drug and Alcohol Clearinghouse query for you too. So you won’t have to worry about doing that anymore either!
Wrapping Up
Hopefully, I’ve convinced you that most driver qualification file management software doesn’t make compliance easier!
You need a solution that gets things done for you rather than having you do them yourself (just on another system).
Many times, you and your team will spend more time learning how to operate another computer program than managing your driver qualification files!
You don’t need another management system, just someone to manage this critical process for you! That way, you can invest your time, energy and money into growing your fleet instead!
How To Work With Us
It’s easy to start working with us!
For only $49 monthly per driver, we’ll manage your entire driver qualification process and so much more!
Just click this link to our My Safety Manager website.
If you’ve got everything else held down or you want to take us for a test drive, we’ll qualify your new drivers for you.
That would only be $75.
Check out our Add My Driver Service here!
About My Safety Manager
My Safety Manager is a leading provider of safety and trucking compliance services for fleets of all sizes.
Our specialized safety management solutions help deliver results—safe drivers out on the road who are staying compliant.
We work with you to create customized solutions that meet your unique needs, taking what’s typically far too much work off your plate so you have more time to grow your business!
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