Straight answers before you start.
Does every driver need a driver qualification file?
49 CFR 391.51 requires each motor carrier to maintain a DQ file for each driver it employs, subject to the scope and exceptions elsewhere in Part 391.
Is pulling an annual MVR enough?
No. The carrier must obtain the required MVR and separately document the annual review, including the name of the person who performed the review and the date.
Do I have to keep a photocopy of every driver's CDL?
Not simply because the driver holds a CDL. A copy is required in the DQ file when the carrier relies on the license or certificate as an accepted equivalent to the road test under 49 CFR 391.33.
Do drivers still complete an annual list of traffic violations?
No. FMCSA removed the former 49 CFR 391.27 annual list-of-violations requirement effective May 9, 2022. The annual MVR inquiry and review requirement remains.
Does previous-employer safety history go in the DQ file?
The investigation is required, but the responses and good-faith-effort documentation are maintained in the separate driver investigation history file under the Part 391 recordkeeping rules.
How long do I keep a DQ file?
The DQ file generally must be retained for the driver's entire employment and for three years afterward. Certain recurring records listed in 49 CFR 391.51(d) may be removed three years after execution.
Does We Heart Paperwork store the underlying DQ documents?
The current product focuses on the qualification checklist, recurring compliance dates, and completion history. The carrier remains responsible for maintaining the underlying required records.