DQ File Management Software
That Alerts You Before the Lapse
Every document §391.51 requires — tracked per driver, with automatic email alerts 30, 14, and 7 days before CDLs, medical cards, MVRs, and drug tests expire. No spreadsheets. No forgotten renewals. No OOS surprises.
Start free trial — 30 days, no cardFull access from day one. No credit card required.
Every §391.51 document, tracked automatically
FMCSA §391.51 defines the driver qualification file. These are the documents you must maintain for every CDL driver in your fleet — and every one of them has an expiry date that can put a driver out of service at roadside.
CDL / Commercial Driver's License
State-issued license expiry date tracked per driver. Alert sent before renewal window closes.
Medical Examiner's Certificate
DOT physical card expiry tracked — 1-year, 2-year, and 3-month certificates all handled. The #1 cause of "medically unqualified" violations at roadside.
Driver Application
Signed application for employment with 10-year employment history as required. Stored in the DQ file with upload date.
Motor Vehicle Record (MVR)
Annual MVR required within 30 days of hire and every 12 months. System flags when the annual review window opens.
Drug & Alcohol Test Records
Pre-employment test result, random test dates, return-to-duty status. Clearinghouse query requirement tracked separately.
Road Test / Certificate of Violation
Road test certificate or equivalent (CDL waiver). Annual certificate of traffic violations reviewed and logged.
Three-layer alerts.
No surprises at roadside.
Most compliance lapses aren't discovered until a roadside inspection. An inspector scans a medical card, the system returns "expired 6 weeks ago," and the driver is immediately OOS. The load stops. Your CSA scores take a hit. It was a 10-minute renewal that got lost in the noise.
MyCarrierVault emails you — and anyone else you designate — before that happens.
-
30d30-day alert — schedule the renewal Wide window for renewals that require appointments (DOT physicals, MVR requests from state DMVs). Sent to the safety coordinator and optionally to the driver.
-
14d14-day alert — confirm it's booked If the 30-day alert produced a renewal, this is the check-in. If not, this is the escalation point — something is slipping.
-
7d7-day alert — final warning A driver rolling with 6 days left on a medical card is a liability. This alert is actionable: park the driver or confirm the renewal is done. No ambiguity.
The DQ file matrix view
One screen. Every driver. Every required document. Color-coded by status. No clicking through folders to find out who's missing what.
| Document | What triggers a lapse | What MyCarrierVault does |
|---|---|---|
| CDL / License | Expiry date passes, suspension, downgrade | Tracks expiry, alerts 30/14/7 days out |
| Medical card | Expiry date, physical upgrade needed, missed renewal | Tracks expiry per certificate type (1yr/2yr/3mo) |
| Annual MVR review | Review not completed within 12-month window (§391.25) | Flags when 12-month window opens per hire date |
| Drug & alcohol clearinghouse | Annual query not run, return-to-duty not documented | Annual query due date tracked per driver |
| Driver application | Missing or unsigned on file | Upload logged; visible as missing until uploaded |
| COV (certificate of violations) | Annual review not completed within 12 months | Annual review window tracked per driver |
Why spreadsheets break down at scale
Spreadsheets work for 2 drivers. They fail silently at 5, 10, or 20.
No proactive alerts
A spreadsheet shows you what expired. It doesn't email you 30 days before. You have to remember to look — and compliance failures happen in the weeks you forget to check.
No driver-level status at a glance
Which of your 8 drivers has an expiring medical card this month? In a spreadsheet you scan rows. In MyCarrierVault you see a color-coded grid in one click.
Documents live in email or a folder, not attached to the record
When an auditor asks to see the MVR for driver 14, you search email chains and a shared drive folder. In MyCarrierVault the document is attached to the driver record — one click.
Stop tracking DQ files in spreadsheets
Add your drivers, upload their documents, and know your whole fleet's compliance status in under 30 minutes. Alerts start immediately.
Start your free trial30 days free. No credit card. Full access from signup.