DOT compliance software
DOT compliance software that keeps every driver file audit-ready
Orange Fleet is a DOT compliance app that keeps the records an FMCSA auditor asks for in one place. It starts with driver qualification (DQ) files and hiring, then adds vehicle files and maintenance records.
Who needs a DQ file, including non-CDL drivers.
Your team works from one app instead of filing cabinets, spreadsheets and text threads, so the right document is easy to find when someone asks for it.
Start 30-day free trial ยท Book a 15-minute demo
What a DOT compliance app does
A DOT compliance app is one system to store, track and prove compliance with FMCSA recordkeeping rules. It holds driver files, hiring records, vehicle and maintenance records, and the expiry dates on each document.
Instead of remembering when a medical card or licence runs out, the app tracks the date and tells the right people before it lapses.
What it replaces
Most fleets start with paper folders, spreadsheets, shared drives and chasing drivers by text for missing documents. A compliance app replaces that patchwork with one place per driver and per vehicle.
What to look for in one
When you compare DOT compliance software, check that it gives you:
- One file per driver and one file per vehicle, not documents scattered across folders
- Expiry tracking with reminders that reach the people who have to act
- Hiring records that carry straight into the driver's file
- Maintenance history kept next to the vehicle it belongs to
- A quick way to find and show records when someone asks
What it doesn't do
Software doesn't make you compliant by itself. Someone on your team still reviews the records, makes the hiring and safety decisions, and keeps the information accurate. The app makes that work easier to do and easier to show.
Driver qualification files at the core
Every driver needs a DQ file. 49 CFR 391.51 requires motor carriers to keep a driver qualification file for each driver they employ.
Orange Fleet keeps each driver's DQ file in one place, including driver abstracts, medical cards and licences. Automatic expiry reminders go to both the driver and the fleet manager before a document lapses, so renewals don't depend on someone checking a spreadsheet.
Learn more about our DQ file management software.
DQ file checklist: every document and when it's due.
What a DQ file usually contains
As general guidance from 49 CFR 391.51, a DQ file typically holds:
- The driver's employment application
- Motor vehicle records from each state where the driver held a licence
- The road test certificate or an accepted equivalent
- The annual review of the driver's driving record
- The medical examiner's certificate
How long DQ files are kept
Under 49 CFR 391.51, a carrier keeps the DQ file for as long as it employs the driver and for three years after. Some documents inside the file can be removed sooner; the regulation lists which ones.
Hire drivers the DOT-compliant way
Applicants complete Orange Fleet's online driver application. It then moves through driver application review, HR approval, road test, medical and background check. Once the driver clears those steps, the application becomes their DQ file.
Orange Fleet tracks each of those steps. It does not order or perform road tests, medicals or background checks; your team or your providers do that, and the result is recorded against the applicant.
For context: FMCSA expects a signed employment application (49 CFR 391.21), a medical certificate and a road test or equivalent before a driver drives. CDL drivers also need a Drug & Alcohol Clearinghouse full query and a negative pre-employment drug test.
See how the driver hiring software works.
Why a set order of hiring steps helps
A fixed sequence makes it harder to skip a step. Each applicant goes through the same stages in the same order, and anyone on the team can see where an applicant is and what is still outstanding.
It also means the paperwork from hiring doesn't have to be gathered again later. The application that started the process becomes the driver's DQ file once they are hired.
Who does what
HR or the safety manager reviews the application and approves the applicant to move on. The road test, medical exam and background check happen outside the app with your examiner or provider. Your team then records each result in Orange Fleet so the file shows what was done and when.
Vehicle files and maintenance records
Carriers must keep maintenance records for every vehicle they control. 49 CFR 396.3 requires vehicle identification, a schedule of inspection and maintenance, and a record of inspections, repairs and maintenance.
Orange Fleet keeps vehicle files and tracks maintenance in the same app as your driver files, so driver and vehicle records live side by side. That includes preventive maintenance schedules, annual inspections and custom inspection types you define.
Read more about our fleet maintenance tracking software.
How long maintenance records are kept
49 CFR 396.3 says these records are kept where the vehicle is housed or maintained for one year, and for six months after the vehicle leaves the carrier's control.
Built for DOT audits
When an auditor asks for records, you want them in one place. Orange Fleet keeps driver files, hiring records, vehicle files and maintenance history together, so you aren't digging through cabinets or old email.
No software can promise an audit result. What it can do is make your records organised, current and quick to pull up.
Facing an audit? Read what happens in a DOT audit.
Keeping records current between audits
Most record problems come from documents that quietly expire. Because Orange Fleet sends expiry reminders for DQ documents to both the driver and the fleet manager, renewals start before a deadline instead of after it.
Keeping driver and vehicle records in the same app also means one login, one search and one place to update when something changes.
Preparing for a records request
When a request arrives, start by confirming which drivers and vehicles are in scope and which time period the reviewer wants. Then pull those driver files and vehicle files and check that each required document is present and in date. Having everything in one app makes that check faster, but a person should still review it before sending anything.
Who it's for
Orange Fleet is for any company that runs commercial motor vehicles under FMCSA rules, including:
- Trucking and logistics companies
- Bus and motorcoach operators
- Construction and trades companies with DOT-regulated trucks
- Any other company running commercial motor vehicles under FMCSA rules
Who counts as a CMV operator
Under 49 CFR 390.5, a commercial motor vehicle generally includes:
- A vehicle with a GVWR or GCWR of 10,001 lb or more
- A vehicle designed or used to carry more than 8 passengers (including the driver) for compensation, or more than 15 passengers not for compensation
- A vehicle carrying hazardous materials in a quantity that requires placards
Not sure if this applies to you?
FMCSA's guide Do I need a USDOT number? explains when these rules apply.
Running in Canada too?
Orange Fleet also handles Canadian NSC compliance paperwork, so carriers working on both sides of the border keep everything in one app. Canadian fleets can also track CVIP and Schedule 4 inspections alongside their driver and vehicle files.
How to get started
- Start your 30-day free trial.
- Add your drivers and vehicles.
- New applicants apply through your online driver application, and approved hires become DQ files.
Most teams start by adding current drivers and their documents, then switch new hiring to the online driver application. Want a walkthrough first? Book a 15-minute demo and we'll show you the driver file, hiring and vehicle screens with your questions in mind.
DOT compliance app FAQ
What does a DOT compliance app do?
It keeps the records FMCSA expects in one place: driver qualification files, hiring records, vehicle files and maintenance records, with expiry dates tracked so documents don't lapse unnoticed.
Who has to keep DOT driver and vehicle records?
Companies that operate commercial motor vehicles under FMCSA rules. Under 49 CFR 390.5 that generally means vehicles of 10,001 lb or more GVWR/GCWR, vehicles designed or used to carry more than 8 passengers (including the driver) for compensation or more than 15 not for compensation, and vehicles carrying placardable hazardous materials.
What records does a DOT auditor usually ask for?
As general guidance, auditors commonly ask for driver qualification files, hours-of-service records, drug and alcohol testing records for CDL drivers, vehicle inspection and maintenance records, and proof of insurance. The exact list depends on the type of review.
Is DOT compliance software the same as a compliance service?
No. With software, your team does the work with better tools. With a compliance service, someone does the work for you. Orange Fleet is software.
Can Orange Fleet help me hire drivers?
Yes. Applicants complete an online driver application that moves through driver application review, HR approval, road test, medical and background check. Orange Fleet tracks those steps, and once the driver is hired the application becomes their DQ file.
Who gets reminded when a DQ document is about to expire?
Both the driver and the fleet manager, automatically, before the document lapses.
Is there a free trial?
Yes, a 30-day free trial. See pricing.