Paperless DOT Compliance
Managing paper files can be a chaotic task. Paper-based filing systems make it very difficult to keep track of the status of a driver’s documents. Without the proper driver qualification information, it is impossible to keep up with DOT regulations and keep the good drivers you already have.
Powerful & Simple to Use
Our DQF software is a powerful yet simple-to-use solution that allows you to track and report Driver Qualification Files without the paper shuffle. The Tenstreet DQF module starts your online personnel management the moment drivers apply with your company. You can easily move to a paperless system or integrate with existing paper files at your own pace. Our DQF system saves you time and money, with no per-document fees and no per-driver fees. There is only a low monthly rate that keeps your DQF records secure.
When you test-drive Tenstreet DQF, you’ll see why companies across the nation are choosing Tenstreet to maintain the extensive records DOT rules now require.
Digitized Signatures & Enhanced Security
Tenstreet DQF allows you to upload forms online such as digitized signatures and scanned documents. Additional documents can be added into the system, such as the date a CDL copy will expire. We also provide reports showing drivers with DQF documents that have expired or are missing. We also offer a digital folder feature containing a driver’s application, signed releases, screening reports, and a copy of a CDL in our electronic tracking system.
More Time Recruiting, Less Time Doing Paperwork
Tenstreet DQF software allows candidates and companies to spend more time recruiting the best drivers and less time filing and finding compliance forms. DQF also secures compliance files in a state-of-the-art data center, where there you have access to drivers’ records from anywhere, at anytime. Faxing and manually sorting documents is no longer a realistic practice. With our DQF software, your transition into a state of the art paperless system is easy and painless.
Our Digitized Signature eliminates the pain of having to print and fax the required release forms for employment history and drug screening data.
- Drivers no longer need to print, sign and fax or mail release information.
- No Faxing. Recruiters can email release forms to multiple recipients in just one click.
- Digitized signatures compliant with DOT/state legal and regulatory requirements can now be fully completed online using only a web browser.
IntelliApp customers achieve immediate returns on their investment by filling idle trucks with experienced drivers who can take to the road immediately following orientation. Other benefits of our transportation industry software include:
- operational savings in cost and time to hire,
- improved resource management, and
- a tangible improvement in recruiting productivity.
IntelliApp significantly increases the number of drivers hired per recruiter, and provides detailed, accurate information via its rules-based data collection process.
“We went through a Texas State DOT Audit and we passed with flying colors. The auditors were here for only 6 hours! They were very pleased with the electronic DQ Files! They stated they planned on being here for 3-4 days!”
– Jason Turnbo, Manager Contractor Development
The documentation held within a DQF contains various records outlining the suitability of the truck driver in operating Commercial Motor Vehicles (CMVs). A DQF is actually quite complex in its requirements. DOT driver qualification file forms, certifications, licenses, and more needs to be compiled and maintained in a DQF alongside the driver application form.
Despite its complexity, to comply with the DOT regulations, a DQF must be accurately kept for each driver. The Department of Transportation conducts audits to ensure companies are properly abiding by DQF requirements.
- Gross Vehicle Weight Rating (GVWR) or Gross Combination Weight Rating (GCWR) is over 10,000 pounds
- Vehicle is designed to carry 15 people or more
- Vehicle is carrying hazardous materials
Note that even though the requirement to drive a vehicle over 26,000 pounds is a commercial driver’s license (CDL), your CDL qualifications have no bearing on DQF requirements. The requirement for a DQF applies to those driving interstate with any vehicle over 10,000 pounds, regardless if you possess a CDL or not.
Rules for driving intrastate vary depending on the state. Some states require a DQF when vehicles are over 10,000 pounds, following the federal regulations. Others require a DQF for vehicles over 12,000 up to 26,001 pounds.
A DOT employment application is one of the mandatory forms to be included within a Driver Qualification File. In fact, truck drivers are not allowed to drive a CMV unless this employment application form is signed-off.
The employment application form can be created by the employer so long as it includes all the required information as outlined in the Code of Federal Regulations 391.21. Alternatively, you can utilize the FMCSA new driver application package.
Note that this employment application is mandatory for all DOT drivers. Even if you’re the owner-operator of your trucking company, you’ll need to fill one out to be compliant.
1. Application for Employment
Each DQF must contain the driver’s application for employment. The Code of Federal Regulations detail information required to be on each employee application.
2. Investigation in Safety Performance History
An inquiry must be held on the driver’s safety performance history for the past three years. This investigation must be documented and retained inside the DQF.
3. Motor Vehicle Record
The trucking company must obtain the driver’s motor vehicle record (MVR) for the past 12 months. A review of the driver’s MVR will be conducted annually to ensure minimum safe driving requirements are satisfied.
4. Certification of Violations
Drivers must provide a list of motor vehicle infractions and violations each year. This record should be compared with the MVR and retained within each truck driver qualification file.
5. Driver’s License
Either one of the two must be retained in the DOT Driver Qualification File:
- Road test certificate
- Copy of commercial driver’s license
6. Medical Examiner’s Certificate
Every two years, drivers must pass a physical exam by a licensed medical examiner. Examiners will take note of any physical impairments which may affect the driver’s ability to operate a vehicle safely. All medical examiners need to be authorized and listed on the National Registry of Certified Medical Examiners List.
The point of maintaining a Driver Qualification File for each driver is to not only protect the driver and the company but the public as well. Actively maintaining truck driver qualifications through these records provide a way to monitor a driver’s ability to safely operate a commercial vehicle.