{"id":2693,"date":"2021-05-14T16:52:10","date_gmt":"2021-05-14T16:52:10","guid":{"rendered":"https:\/\/quicktransportsolutions.com\/blog\/?p=2693"},"modified":"2021-05-14T16:52:13","modified_gmt":"2021-05-14T16:52:13","slug":"how-to-convert-to-digital-truck-driver-qualification-files","status":"publish","type":"post","link":"https:\/\/quicktransportsolutions.com\/blog\/how-to-convert-to-digital-truck-driver-qualification-files\/","title":{"rendered":"How to Convert to Digital Truck Driver Qualification Files"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Fleets all over the nation must contend with compliant truck driver qualification files. And here\u2019s the thing: Doing so has always been a bit of a challenge for trucking companies. Even the best fleet manager may find outdated documents, error-filled documents, and much more. In fact, problematic truck driver files are such an issue that they account for over a third of all FMCSA-acknowledged fleet violations. <\/p>\n\n\n\n<p class=\"has-text-align-center wp-block-paragraph\">                      <\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">And now the problem is compounded by offsite audits. We\u2019ve\ntalked before about the <a href=\"https:\/\/quicktransportsolutions.com\/blog\/compliance-basic-scores-and-the-importance-of-inspections\/\">importance\nof inspections<\/a>, but with offsite audits, the compliance urgency is now. It\nwas bad enough when inspectors found insufficient documents in your own files,\nbut with offsite audits coming more frequently, the risk has grown. Motor\ncarriers who are unprepared may find themselves on the wrong in of a compliance\nviolation.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Remember, if you get called for an offsite audit, you only\nhave 48 hours to get the proper documentation turned over. Trucking companies\nused to have two weeks, but that is no longer the case. You also used to be\nable to submit paper documents. That has also changed. You now have less time\nand must submit everything in a digital format. Does your fleet have a digital\ncompliance solution in place? Many don\u2019t, but you must be prepared. First, let\nus dive into the specific regulation that covers driver qualification\ndocumentation. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Examining Regulation Part 391<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">FMCSRs <a href=\"https:\/\/www.fmcsa.dot.gov\/regulations\/title49\/part\/391\">regulation Part\n391<\/a> is written to ensure that all motor carriers operating under federal\njurisdiction are qualified to operate. The records governed by Part 391\nspecifically apply to truck driver health, professional experience, and driving\nrecord. It also does not matter how large or small your fleet is, or what kind\nof vehicle you operate or load you haul \u2013 Part 391 applies to every trucking\ncompany involved in interstate commerce meeting the specific regulations if\nthey:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Operate vehicles running more than 10,001\npounds.<\/li><li>Carry 9 or more passengers.<\/li><li>Transports hazardous materials.<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">For those running as owner-operators, it is important to\nremember that you are both the boss and the employee of your trucking company.\nYou need to ensure you perform the duties mandated by federal authorities,\nwhether it is just you or you and other employees. You are required to follow\nall the rules even if you are the only truck driver on your payroll. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You also need to ensure you comply with the timelines set\nout by the FMCSA. According to Part 391, all compliant files must be kept at\nthe ready for the entirety of one\u2019s employment with a trucking company, plus an\nadditional three years beyond initial employment. Staying in compliance goes\nbeyond simply having the file, however. The file must also be correct. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Examining DQF and SPH<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">There are two aspects of your documentation that are especially important. They are your <a href=\"https:\/\/csa.fmcsa.dot.gov\/safetyplanner\/MyFiles\/SubSections.aspx?ch=23&amp;sec=66&amp;sub=152\">Driver Qualification File<\/a> (DQF) and <a href=\"https:\/\/csa.fmcsa.dot.gov\/safetyplanner\/documents\/Forms\/Safety-History-Records-Request_tagged.pdf\">Safety Performance History<\/a> (SPH). These documents will give inspectors a clear idea of your documentation and safety history in the event you are audited. Your driver qualification file specifically should include:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>DOT-Compliant application.<\/li><li>State MVRs where a truck driver held a CDL or permit going back three years. <\/li><li>Road test certificate.<\/li><li>Photocopy of the truck driver\u2019s CDL.<\/li><li>Valid <a href=\"https:\/\/www.quicktransportsolutions.com\/certified-medical-examiners\/national-registry.php\">Medical Examiner<\/a>\u2019s Certificate.<\/li><li>Medical Examiner verification (within the registry).<\/li><li>Skill performance evaluation certificates.<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Next up, you want to take a close look at your SPH. Your SPH\nshould include a copy of the truck driver in question\u2019s written authorization\nto contact prior employers about any history with alcohol or controlled\nsubstances. Second, you need to make sure the SPH file contains responses from\nall previous employers, as well as all attempts you have made to get in touch\nwith them. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Keep in mind that even when you have all your files in\norder, you still need to take additional steps, such as keeping a close eye on\nexpiration dates. This is especially true if you operate a large fleet. Keeping\ntrack of when things expire, in and of itself, can be a tedious and\ntime-consuming task, yet it is just one you need to ensure you keep an eye on\nto keep yourself in compliance. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Compliance Goes Digital<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In addition to making sure your files are all in order, you also need to worry about digitizing all of them. With offsite audits becoming the norm, whether it be for a safety or compliance review, motor carriers have got to set up a digital filing solution. Fortunately, there are plenty of third-party vendors out there who work specifically with trucking companies on digital file management. <\/p>\n\n\n\n<p class=\"has-text-align-center wp-block-paragraph\">                     <\/p>\n\n\n\n<p class=\"has-text-align-center wp-block-paragraph\"> <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Paper is increasingly problematic because the FMCSA\nspecifically requires trucking companies to submit digital files during an\noffsite audit. Paper files are no longer even an option. So, if you are still\nkeeping paper files and find yourself at the receiving end of an offsite audit,\nyou\u2019ve got to audit, scan, and upload all the requested documentation within 48\nhours. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Imagine if you have a large fleet. Preparing, scanning, and\nproviding all those documents might seem like an impossible task. It doesn\u2019t\nneed to be that way, however. You should look at digital file documentation as\nmore than just a compliance requirement. Consider that digital files also\nequate to more security. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Digital Files are Secure Files<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You have probably noticed that a lot of sensitive\ninformation goes into DQFs and SPHs. Imagine the damage if this information\nwere to be compromised in some way. If you are running with paper files, they\nare far more susceptible to potential misuse or loss. And if there is a breach\nor you fail to protect your DQF or SPH files, you could on the receiving end of\nsome hefty FMCSA fines. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">That is why a secure online storage environment might be\nexactly what you need. Because of the sensitive nature of SPH files, make sure\nonly those involved in the actual employment decision can access the files. You\nalso want to ensure you are operating within an online compliance environment.\nYour online system must also meet Part 391 guidelines.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It is also important to consider that online file storage\nwill protect against accidents like fires, flooding, or other disasters which\ncould destroy paper records. Water damage is one such accident that is far more\ncommon than you think and can wreak havoc on paper records. If you lose your\nrecords in an accident, you will be out of compliance until you can re-create\nyour records, making you susceptible to an audit at any time. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>How to Make the Transition<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Digital filing solutions may not be federally mandated, but\nthey are a requirement if you want to operate a smart and efficient fleet not\nburdened by avoidable violations. Offsite truck audits grew by 400% between\n2019 and 2020. That is a huge jump. Even worse, some estimates put the number\nof trucking companies not ready at nearly 50%. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">When you are ready to jump over the digital divide, you\u2019ve\ngot to conduct due diligence. You need to identify a solution that is right for\nyour operation. Moving from a paper DQF process to a digital solution requires\nmore than the simple act of scanning pieces of paper into your computer. Remember,\nthis is sensitive information, so the process you use to migrate must be both\nsecure and reliable. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You will likely choose a vendor that provides a cloud\nenvironment for their services. Secure cloud environments backed by robust\nenterprise software systems aren\u2019t cheap, but they give fleet managers peace of\nmind. They ensure you run a smooth, violation-free, and efficient operation. They\ncan also be easily customized with automatic alerts and modular interfaces. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Start the Transition Properly<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The last thing you want to do is begin moving your paper\nrecords to digital without first conducting a compliance audit. Take a\nfine-toothed comb through your current paper records to make sure everything is\nup to date. This is where you should catch problems and get 100% up to speed on\nexpiration dates and other critical licensing factors. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Many vendors who provide digital DQF solutions provide ways to identify missing and\/or expired documents. Complex systems can determine if there are gaps in expiration dates and most other documentation problems. One thing to note is that if you find there is not a record for a truck driver, or if you plan on bringing a new truck driver on, you are not required to create a paper record. You can create it within the digital system, and it will be fine for an inspector. <\/p>\n\n\n\n<p class=\"has-text-align-center wp-block-paragraph\">                      <\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Once it is done and you have fully converted to a digital\nsystem, offsite audits will become a cinch. Imagine easily downloading and\ntransmitting files and producing them for inspectors at the drop of a hat. Modern\ntrucking companies and smart fleet managers can hand over files confidently,\nknowing that action has already been taken to ensure compliance. <\/p>\n","protected":false},"excerpt":{"rendered":"<p>Fleets all over the nation must contend with compliant truck driver qualification files. And here\u2019s the thing: Doing so has always been a bit of a challenge for trucking companies. Even the best fleet manager may find outdated documents, error-filled documents, and much more. In fact, problematic truck driver files are such an issue that &#8230; <a title=\"How to Convert to Digital Truck Driver Qualification Files\" class=\"read-more\" href=\"https:\/\/quicktransportsolutions.com\/blog\/how-to-convert-to-digital-truck-driver-qualification-files\/\" aria-label=\"Read more about How to Convert to Digital Truck Driver Qualification Files\">Read more<\/a><\/p>\n","protected":false},"author":1,"featured_media":2145,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1],"tags":[],"class_list":["post-2693","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-trucking"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.6 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How to Convert to Digital Truck Driver Qualification Files - Quick Transport Solutions Trucking Blog<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/quicktransportsolutions.com\/blog\/how-to-convert-to-digital-truck-driver-qualification-files\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Convert to Digital Truck Driver Qualification Files - Quick Transport Solutions Trucking Blog\" \/>\n<meta property=\"og:description\" content=\"Fleets all over the nation must contend with compliant truck driver qualification files. And here\u2019s the thing: Doing so has always been a bit of a challenge for trucking companies. Even the best fleet manager may find outdated documents, error-filled documents, and much more. In fact, problematic truck driver files are such an issue that ... 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And here\u2019s the thing: Doing so has always been a bit of a challenge for trucking companies. Even the best fleet manager may find outdated documents, error-filled documents, and much more. In fact, problematic truck driver files are such an issue that ... 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