Driver File Management
49 CFR Part 391 sets out exactly what belongs in a driver qualification file — and 49 CFR 391.51 sets out how long it has to be kept. We build and maintain these files to that standard continuously.
We build and maintain the qualification file FMCSA requires for every driver — application, MVR, medical certificate, road test, annual review — and keep it current, not reconstructed after the fact.
Driver files are one of the most common findings in a DOT audit — this removes that risk entirely.
- 01Assemble the complete qualification file for every driver.
- 02Track annual MVR review and recertification dates.
- 03Flag any missing or outdated document immediately.
- 04Maintain files in an audit-ready format at all times.
What belongs in the file, by regulation
Under 49 CFR Part 391 Subpart C, a compliant driver qualification file includes the employment application (391.21), the previous-employer safety performance history inquiry (391.23), an annual MVR inquiry and review (391.25), a record of the driver's violations (391.27), a current medical examiner's certificate, and road test certification where applicable — a missing medical certificate or MVR is enough on its own to render a driver 'not qualified.'
Retention isn't a one-time task
Under 49 CFR 391.51, these files have to be retained for as long as the driver is employed, plus three years after separation — and the annual MVR review has to happen at least once every 12 months for the file to stay current. File management is an ongoing responsibility, not something completed once at hiring and set aside.