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The Checklist
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What Goes In A DQ File
Here's the short version. The PDF has checkboxes and a date line for each item.
Before the first trip
- Employment application, signed. It lists the last 3 years of employers. CDL drivers also list CMV employers for the 7 years before that.
- Road test certificate, or an accepted equivalent: a valid CDL for the type of truck, or a road test certificate from the last 3 years.
- Medical certification. For CDL drivers, that's the state driving record (CDLIS MVR) showing medical status. For non-CDL drivers, a copy of the medical examiner's certificate and a note that you checked the examiner is on the National Registry.
- Clearinghouse pre-employment full query.
- Negative pre-employment drug test. Keep it with your drug and alcohol records, not in the DQ file.
Within 30 days of hire
- Driving record (MVR) from every state the driver held a license in over the last 3 years.
- Safety performance history from DOT-regulated employers over the last 3 years. Keep it in a separate, secure file.
Every 12 months
- New driving record from each state, and a signed note that you reviewed it.
- Clearinghouse query. A limited query is fine with the driver's consent.
How long to keep it
While the driver works for you, plus 3 years after they leave. Annual MVRs, review notes and medical certificates can come out once they're 3 years old.
No Longer Required
The driver's annual list of violations is gone. That rule (49 CFR 391.27) was removed. A lot of older checklists still include it.
Want us to build and track these files for you? See Driver & Safety Compliance.