Driver Qualification Files (DQF) —
What to Keep & How to Keep It
Every motor carrier must maintain a Driver Qualification File for each driver it employs. The file proves your drivers are qualified and audit-ready under 49 CFR §391.51. LFS sets up, cleans up, and maintains DQFs—digital or physical—so you pass audits and reduce insurance friction. eCFR
What a compliant DQF includes (core items)
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Driver’s application (391.21)
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Initial MVR(s) from licensing authorities (391.23)
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Road test certificate or accepted equivalent (391.31 / 391.33 / 391.44)
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Annual MVR and annual review note (391.25)
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Medical examiner’s certificate (or CDLIS MVR showing medical status) and any medical variance (391.43 / 391.51)
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Other items required by §391.51(b) and related sections (we provide a full checklist and maintain updates)
Retention & purge rules (keep the right things, the right time)
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Keep the DQF for the duration of employment + 3 years after a driver leaves.
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Certain records may be removed 3 years after date of execution (e.g., annual MVR, annual review note, list/certification of violations, medical certificate/variance, verification note).
CDLIS MVR requirement (for CDL drivers)
For CDL holders, obtain the CDLIS MVR from the current licensing State and place it in the DQF; follow exceptions noted in §391.51(b).
Where DQFs show up in audits
FMCSA Safety Audits/Compliance Reviews request DQFs, HOS/ELD, maintenance, and program records—your DQF completeness is foundational to passing.
How our DQF service works
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Inventory & gap report against §391.51 and related sections
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Build or repair each file (digital index + physical binder if needed)
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Calendars & automations for expirations (MVR, Med Card, annual reviews)
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Quarterly QC & audit pack export (owner/insurer-ready)
Deliverables
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Driver-by-driver DQF index + missing items list
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Corrected/complete files with retention tags
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Annual review & MVR workflow
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One-click audit pack (PDF/zip) for inspections
Outcomes
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Clean, complete DQFs that match §391.51
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Faster Safety Audits and fewer violations/reinstatement headaches
FAQs Driver Qualification Files (DQF)
Who needs a DQF?
Every motor carrier must keep a DQF for each driver it employs (CDL and, where applicable, non-CDL CMV drivers). eCFR
How long do we keep files?
Keep the DQF for employment duration + 3 years after separation; specific items can be purged 3 years after execution.
What is a CDLIS MVR and do we need it?
For CDL drivers, obtain the CDLIS MVR from the current licensing State and place it in the DQF (see noted exceptions).
Will electronic DQFs pass an audit?
Yes—auditors review records for completeness and accessibility; we set up file structure and exports aligned to FMCSA Safety Audit requests.
Can you clean up existing files?
Yes. We gap-check, rebuild, and tag retention dates so future purges are compliant.
Our DOT Compliance Services (directory)
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Reasonable-Suspicion Supervisor Training (49 CFR 382.603) — One-time, 2-hour course (60+60) with certificate
https://www.logisticalforwardingsolutions.com/dot-compliance-reasonable-suspicion-382-603
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Hours-of-Service (HOS) & ELD Training (49 CFR Part 395) — Rules, exceptions, and ELD workflows
https://www.logisticalforwardingsolutions.com/dot-compliance-hours-of-service-eld-training
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Driver Qualification Files (DQF) — Setup, Maintenance & Audits (49 CFR §391.51)
https://www.logisticalforwardingsolutions.com/dot-compliance-driver-qualification-files
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DOT Mock Audit — Safety Management Controls & Audit Prep
https://www.logisticalforwardingsolutions.com/dot-compliance-mock-audit