Qualifications & Driver Services

Driver Qualification File (DQF) Management by TRC Solutions

At TRC Solutions, we offer comprehensive Driver Qualification File (DQF) Management services designed to help motor carriers maintain full compliance with Federal Motor Carrier Safety Administration (FMCSA)regulations under 49 CFR Part 391. Our service ensures that every required document is accurately collected, reviewed, and maintained, reducing the risk of violations and enhancing operational safety.

What is a Driver Qualification File?

A Driver Qualification File is a mandatory record for each Commercial Motor Vehicle (CMV) driver employed by a motor carrier. It serves as documented proof that the driver meets the minimum qualifications to operate a CMV safely and legally.

Core Components of TRC’s DQF Management Service

We manage and maintain all required elements of the DQF, including:

1. Driver’s Application for Employment

   • Required under 49 CFR 391.21

   • Must be completed and signed before a driver operates a CMV

   • Retained for the duration of employment plus three years after termination

2. Motor Vehicle Record (MVR) – Initial and Annual

   • Initial MVR from each state where the driver held a license in the past 3 years (49 CFR 391.23)

   • Annual MVR Review to assess continued qualification (49 CFR 391.25)

   • Retained for three years

3. Safety Performance History Inquiries

   • Inquiries to previous employers covering the past three years (49 CFR 391.23)

   • Must be completed within 30 days of employment start

4. Road Test Certificate or Equivalent

   • Required under 49 CFR 391.31 unless the driver presents a valid CDL with proper endorsements

   • Retained for the duration of employment plus three years

5. Medical Examiner’s Certificate (DOT Physical)

   • Conducted by a certified examiner listed on the National Registry of Certified Medical Examiners

   • Required every 24 months under 49 CFR 391.43

   • Verification of examiner’s certification is required under 49 CFR 391.51(b)(9)

   • Retained for three years

6. Driver’s Certification of Violations

   • Annual list of all traffic violations (49 CFR 391.27)

   • Compared with the annual MVR

   • Retained for three years

7. Annual Review of Driving Record

   • Documented review of MVR and certification of continued qualification (49 CFR 391.25)

   • Retained for three years

8. Drug and Alcohol Testing Records (if applicable)

   • Managed in accordance with 49 CFR Part 40 and 382

   • Includes pre-employment, random, post-accident, and return-to-duty testing

How TRC Solutions Adds Value

• Automated Tracking & Alerts: We use advanced compliance software to monitor expiration dates and regulatory deadlines, ensuring timely renewals and updates.

• Audit-Ready Documentation: All files are maintained in a format that meets FMCSA audit standards, reducing the risk of fines or out-of-service orders.

• Secure Digital Storage: We offer cloud-based access to DQFs, enabling real-time updates and secure document sharing.

• Expert Oversight: Our compliance specialists review each file for accuracy and completeness, applying over 20 years of industry experience.

Why Choose TRC Solutions?

With TRC Solutions managing your DQFs, you gain peace of mind knowing your fleet is fully compliant with FMCSA regulations. Whether you operate a small fleet or a large enterprise, our tailored services ensure that your drivers are qualified, your records are current, and your business is protected.