Document Management
A running fleet generates permits, insurance certificates, compliance files, and trip paperwork continuously — and FMCSA's recordkeeping rules require much of it to be retained for defined periods, from three years for most driver qualification records up to five years for drug and alcohol testing records.
We centralize permits, insurance certificates, and compliance files in one place instead of scattered across email threads and glove boxes.
Any document you need is retrievable in minutes, not a scavenger hunt across three systems and someone's inbox.
- 01Establish a centralized document repository for the operation.
- 02Migrate existing records into the system.
- 03File new documents as they're generated.
- 04Provide access and retrieval support whenever a document is needed.
Retention isn't optional, and it isn't uniform
Driver qualification files must be kept for the length of employment plus three years after separation (49 CFR 391.51(d)), most other qualification-file components carry a three-year minimum from the date of execution, and drug and alcohol testing records must be retained for up to five years under 49 CFR 382.401 — different rules for different record types, which means a document system has to track not just where a record lives but how long it has to be kept.
Why scattered records cost more than they seem to
When permits, certificates, and compliance files live across email threads, paper folders, and a glove box, the real cost shows up the moment one is needed urgently — during an audit, a claim, or a scale-house check — and can't be located fast enough. Centralizing them removes that risk entirely.