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5 Reasons To Digitize Your Driver Qualification Files

The compliance culture in the transportation industry has changed dramatically in the past few years.

The rapidly changing regulatory environment is quickly reshaping our industry.  As a result, Fleet owners can no longer simply rely on paper files and multiple spreadsheets to stay compliant.

The demands are too great, the stakes are too high. One or two seemingly small reporting mistakes can result in hefty fines and penalties. In addition, a few negative changes on your CSA scores can create a ripple effect extending to your bottom line.

Instead, being able to effectively manage your Driver Qualification Files can reduce your exposure to risk, eliminating potential fines and penalties.  Improving your CSA Scores will keep your drivers on the road longer and, ultimately, increase your revenue.

In an effort to streamline the process and ease the burden of managing Driver Qualification Files, fleet owners are now turning to software services. With a few clicks of the mouse, Driver Qualification Files are available when you need, in an easy to understand format. A quick glance at an upcoming expiration alert can keep your company compliant, and your drivers on the road.

What needs to be included in a Driver Qualification File?

The Federal Motor Carrier Safety Administration (FMCSA) has strict documentation requirements necessary for each driver.  As a result, a Driver Qualification File for each driver must be maintained by the employer.

The full regulation, Title 49, Part 391, can be found on the FMCSA website.  Here we provide a snapshot of what each driver qualification file must include:

  • A completed driver’s application for employment;
  • A copy of the motor vehicle record received from each State record;
  • The certificate of driver’s road test issued to the driver or a copy of the license or certificate which the motor carrier accepted as equivalent to the driver’s road test;
  • The motor vehicle record received from each State driver licensing agency to the annual driver record inquiry;
  • A note relating to the annual review of the driver’s driving record;
  • A list or certificate relating to violations of motor vehicle laws and ordinances;
  • Potentially, a medical examiner’s certificate or a legible copy of the certificate.

The list of necessary items required for each driver isn’t particularly long, but multiply the required documents by 10 drivers, 20 drivers, 100 drivers  and the chances of missing an item, and in potentially receiving a fine, increases.

Top 5 Reasons Why You Need to Digitize Your Driver Qualification Files

Instead of using multiple spreadsheets and paper files, digitizing your files with an online software service has many advantages:

1 – Access anytime and anywhere on any device or computer

It’s time to have all your driver information and compliance paperwork easily accessible, regardless of where you are or what device you are using. TivaCloud allows access to the files you need on your computer, tablet or mobile phone. You are able to log-in anytime, anywhere. If it sounds complex, it’s not.  Unlike looking through multiple spreadsheets and paper files, our system is so straightforward and easy to use you’ll find the exact file(s) you need in no time.  Move past shuffling paper and easily access your files, 24/7.

2 – Safe and secure and stored in the cloud

Your employee’s personal information deserves the best security. With TivaCloud advanced security, your driver’s personal information is secure. You control access to files. You have the ability to assign user access only to the information necessary for their job function. In addition to protecting personal privacy, another benefit to digitizing your DQ files is protecting your business. With files safely secured in the cloud, you minimize your company’s liability exposure. Instead of leaving important employee paperwork unattended in file cabinets for anyone to view, lock them safely away with TivaCloud.

3 – Save physical space and hard drive space with our cloud-based system

Paper files take up space. Also, as your business grows, the amount of paper used continues to accumulate.  Alternatively, digital files are stored safely in the cloud. Since with TivaCloud there’s no software to download on any of your devices, you also save computer storage space as well.

4 – Be alerted to upcoming compliance requirements

Digitizing your driver qualification files will help you stay compliant and avoid unnecessary fines.  Once your DQ files are entered in our system, alerts will be generated for any upcoming compliance requirements. You can receive alert notifications on your dashboard and by an email. You can now be proactive with all FMCSA compliance requirements.  TivaCloud can help you save time and money.

5 – Easy to use for any level of experience

As a Digitize with no fear. Users of any experience level can and do use our system with ease. Also, our customer service is free.  Most of all, we’re here to answer any question you have, assist in setting up files and alerts, and provide training as needed.

Why Not now?

It’s never been easier to manage the complex regulatory requirements of the transportation industry.  In summary, you can now streamline your driver qualification management process, digitize your operations, and ensure complete DOT Compliance, all on one screen.

Can you afford not to? Regulations, privacy, security – times have changed. Stay progressive and digitize. Try it with no obligation, cancel within 30 days and pay nothing.

Ready to see how we can help you stay compliant? Get your FREE online demo here.

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