Driver qualification file software
DQ file management software that keeps every driver audit-ready
A driver qualification (DQ) file is the record that proves a driver was qualified before they drove for you, and that they have stayed qualified since.
Not sure which drivers need one? See who needs a DQ file.
DQ file management is the core of Orange Fleet's DOT compliance app. Each driver's file lives in one place, built from their driver application, and Orange Fleet tracks driver abstracts, medical cards and licences, and sends automatic expiry reminders to both the driver and the fleet manager.
Start 30-day free trial · Book a 15-minute demo
What is a driver qualification file?
A driver qualification file is the set of records a motor carrier keeps to show that a driver meets FMCSA's qualification rules. 49 CFR 391.51(a) requires a DQ file for each driver a motor carrier employs.
In plain terms, it answers one question for an auditor: was this driver allowed to drive on the day they drove? The file holds the application, driving record checks, the road test, the medical certificate and the yearly review.
Because some of those documents expire, a DQ file is never finished. It has to be kept current for as long as the driver works for you.
Who needs one
Any carrier whose drivers operate commercial motor vehicles (CMVs) as defined in 49 CFR 390.5 needs a DQ file for each of those drivers. That generally covers:
- Vehicles of 10,001 lb or more GVWR or GCWR.
- Vehicles designed or used to carry more than 8 passengers (including the driver) for compensation, or more than 15 passengers not for compensation.
- Vehicles carrying hazardous materials in a quantity that requires placards.
Owner-operators too
Owner-operators running under their own authority are the motor carrier, so they keep a DQ file on themselves. The rules are the same; the carrier and the driver just happen to be the same person.
What goes in a DQ file
A DQ file holds the documents FMCSA requires under Part 391. The table below summarises those rules. It is general guidance on the regulation, not a list of Orange Fleet features.
| Document | Rule | When |
|---|---|---|
| Employment application | 391.21 | Before the driver drives |
| Inquiry to each state's licensing authority for the driver's motor vehicle record (MVR), covering the past 3 years | 391.23(a)(1) | Within 30 days of employment starting |
| Safety performance history from DOT-regulated employers in the past 3 years | 391.23(a)(2) | Within 30 days of employment starting |
| Road test certificate or accepted equivalent | 391.31 / 391.33 | Before the driver drives |
| Medical examiner's certificate, with National Registry verification | 391.43, 391.23(m) | Before driving; renew before it expires |
| Annual review of driving record | 391.25 | At least every 12 months |
| Retention: keep the file while the driver is employed and for 3 years after | 391.51 | n/a |
Check the current eCFR text for exceptions before relying on this summary.
See the full DQ file checklist, sorted by deadline.
For CDL drivers, two more records are required before they drive: a Drug & Alcohol Clearinghouse pre-employment full query (49 CFR 382.701) and the pre-employment drug test result (49 CFR 382.301). They are Part 382 records, and carriers often keep them alongside the DQ file.
The application becomes the DQ file
In Orange Fleet, a driver's DQ file starts as their online driver application. Applicants complete the application, and it moves through driver application review, HR approval, road test, medical and background check.
Once the driver clears those steps, the application moves into driver files as their DQ file. Nothing gets re-typed after hire, and the file starts with the same details the driver gave you when they applied.
Orange Fleet tracks the road test, medical and background check stages. It does not order or perform them; your team or your providers still do that work.
See how the hiring stages work in our driver hiring software.
Automatic expiry reminders to the driver and the fleet manager
When a DQ document is about to expire, Orange Fleet automatically reminds both the driver and the fleet manager.
The driver isn't relying on the office to chase them, and the office still sees what is coming up. Both sides get the same warning, so a renewal is less likely to slip through the gap between them.
This matters most for documents with a fixed end date, such as the medical examiner's certificate. Once it lapses, the driver is no longer qualified to drive a CMV until it is renewed.
DQ software vs spreadsheets vs an outsourced DQ service
The main difference is who does the work and how easy it is to see where each file stands. Here is how the three common approaches compare.
| Spreadsheets / paper | Outsourced service | Orange Fleet | |
|---|---|---|---|
| Who does the work | Your team, by hand | The service provider | Your team, with software built for DQ files |
| Expiry reminders | Whoever remembers to check the sheet | Depends on the provider | Automatic, to both the driver and the fleet manager |
| Hiring → DQ file | Paperwork re-entered after hire | Depends on the provider | The online driver application becomes the DQ file |
| Finding a file during an audit | Search folders and shared drives | Request it from the provider | Each driver's file in one place |
| Cost visibility | Hidden in staff time | Varies by contract | Published pricing, 30-day free trial |
Orange Fleet is software, not a service. Someone on your team still reviews the records and makes the qualification decisions. See pricing.
Driver files next to vehicle files
Driver files sit next to vehicle files in the same app, so an audit doesn't mean switching between systems. Read more about fleet maintenance tracking.
Running in Canada too?
Orange Fleet also handles Canadian NSC compliance paperwork for driver files, so carriers working on both sides of the border keep their driver records in one app.
DQ file FAQ
What is a driver qualification file?
It is the set of records a motor carrier keeps for each driver to show they were qualified before driving and have stayed qualified. 49 CFR 391.51 requires one for every driver who operates a commercial motor vehicle.
What documents are required in a DQ file?
Generally: the employment application, motor vehicle record inquiries covering the past 3 years, safety performance history from previous DOT-regulated employers, a road test certificate or accepted equivalent, the medical examiner's certificate with National Registry verification, and the annual driving record review. Check the current eCFR text for exceptions.
Do owner-operators need a DQ file?
Yes, when they run under their own authority. In that case they are the motor carrier and keep a DQ file on themselves.
Do non-CDL drivers need a DQ file?
Yes, if they operate a commercial motor vehicle as defined in 49 CFR 390.5. The Part 382 drug-testing and Clearinghouse requirements apply only to CDL drivers.
How long do you have to keep a DQ file?
For as long as the driver is employed, plus 3 years after they leave.
How often must a driver's driving record be reviewed?
At least once every 12 months, under 49 CFR 391.25.
Can a driver's application become their DQ file?
Yes, in Orange Fleet. Once the driver clears HR approval, road test, medical and background check, their online driver application moves into driver files as their DQ file.
Who gets reminded before a DQ document expires?
The driver and the fleet manager, automatically.