Driver qualification (DQ) files are an essential element of a well-managed carrier’s compliance program. The carrier must make all records and information in the file available, upon request or within two business days, to authorized representatives of:

• The Federal Motor Carrier Safety Administration (FMCSA),
• State or local enforcement representatives, or
• An authorized third party.

A periodic self-audit of the DQ files checking for items needing maintenance can provide a smoother running operation.

The carrier must maintain DQ files while the driver is employed and retain for three years after employment ends as a regulated driver. This includes keeping documents current by paying attention to expiration dates, such as:

• The annual motor vehicle record and annual driver review,
• The proof of medical certification (and exemption or waiver if applicable), and
• The verification that the certified medical examiner was on the National Registry.

Some records of renewable documents can be removed from the DQ file after three years, though inquiries from other employers concerning a former driver’s safety performance history have a one-year retention period.