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Driver Qualification File Management Services (DQF)
In order to supply our clients with a complete suite of services to ensure regulatory compliance, FirstLab now offers total maintenance of Driver Qualification Files (DQFs), as required by the Federal Motor Carrier Safety Administration (FMCSA). FirstLab can provide the following DQF services:
- Receive and store Driver Qualification Files. Review files for completeness and regulatory compliance. Check for essential documents in the file that are missing. Create a computer file for each DQF that will list the essential documents that are in the file and those that are missing. The computer file will also track those documents that are renewable to include:
- Motor Vehicle Record Check
- Driver Certification of Violations
- Employer Annual Review of Driving Record
- Medical Examination Certificate
- Driver's License/CDL License
- HAZMAT Training Certificate (if necessary)
- Generate a monthly Discrepancy Report for each location, division etc. that will list any DQF by name and social security number that is missing essential documents. This report is used to notify the employer that the essential documents must be forwarded to FirstLab.
- Generate a Documents Due Report each month for each location, division etc. This Report provides the employer with a 60-day notice for any essential documents that are due to be renewed within that time frame. The report, by name and social security number, lists each essential document that is due for renewal and the date of renewal. The report can be customized to provide any amount of notice requested by the employer. Once the document is renewed and forwarded to FirstLab, the DQF is updated.
- Provide an appropriate number of personnel, well trained in DQF maintenance requirements, to provide consultation to the employer when necessary.
- Perform FMCSA-required Motor Vehicle Record (MVR) checks automatically, when due, on the employer's behalf. Once completed, FirstLab will forward results of the MVR check to the employer along with a Driver Certification of Violations form and Employer Annual Review form. Once completed and returned to FirstLab, the DQF is updated.
- Generate a notice to the employer when a driver is due to report for a required Periodic Medical Exam. FirstLab will receive the results of driver Periodic Medical Exams and review those results for completeness.
- Ensure that each driver file contains verification of current HAZMAT training, if appropriate, and generate a notice to the employer when recurrent training is required.
- Ensure that each driver file contains a copy of the individual’s current Commercial Drivers License (CDL), if appropriate. FirstLab will also provide the employer with appropriate notice when the CDL is due for renewal.
- Store DQFs that have become inactive for the required amount of time as specified by the FMCSA and/or employer and automatically destroy them upon expiration.
- Provide a complete roster, at any time, of all individuals whose DQFs (active and inactive) are currently being maintained by FirstLab.
- Customize our DQF maintenance program to track any document specified by an employer in addition to those already required by the FMCSA.
“The Pepsi Bottling Group, Inc. decided to partner with FirstLab to develop a Driver Qualification File Maintenance Process. This decision was based on the obvious synergies between our two companies since FirstLab manages much of the drug/alcohol testing and background investigation material that has to be kept current for DOT regulations. A hallmark of their company is customer service, and they have become an efficient one-stop-shop for us in this area.”
Matt Hirsheimer
National Manager, Safety
Pepsi-Cola Company
For further information on DQF Maintenance and many other FirstLab services, please contact us at 800-732-3784 or via e-mail at mkt@firstlab.com
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