Manually storing and retrieving sensitive driver data on thousands of individual pieces of paper should be unacceptable in the digital age. Solera’s driver file management software lets fleets modernize driver file management, storing all documents in a centralized, secure digital document vault. Working in tandem with other Solera applications, the driver file management system automatically files and stores all relevant driver documents, eliminating the need for manual scanning and organizing.
Set up a driver file management structure to match your organization
Solera lets you easily create a custom folder structure that you can categorize according to your personnel structure. For an even easier solution, we also provide pre-configured folder templates in a standard Driver Qualification (DQ) file.
Get alerts on changes to driver MVRs
With Solera, you can set automatic alerts for changes to a driver’s MVR (Motor Vehicle Record), including tickets, crashes, status changes, and suspended licenses.
Every file in one secure yet easy-to-access place
Driver employment files will no longer be spread across walls in overstuffed file drawers, where success in finding a specific document is never assured. Solera driver file management solutions put everything in one very safe place for easy retrieval.
Get to know your drivers better
Solera’s integrated driver file management solution provides insights into driver behavior and fleet operations that management can use to improve driver accountability by addressing violations and other issues.
Keep your drivers on top of their renewals
The last thing any fleet needs is a driver on the road with an expired license that no one knows about. Solera’s driver file management system can send an alert with the advance notice you set for an approaching expiration date.
Digital recordkeeping is becoming a necessity in today’s trucking environment. W.N. Morehouse needed an efficient, integrated approach to its driver data management. After attempting to build their own driver file management system, they turned to Document Vault from Solera for optimum results.
For every driver employed by a fleet, there are dozens of documents that the fleet must obtain, store, and, when necessary, retrieve. Driver file management refers to any system by which that happens. Some fleets, especially smaller fleets, although not always, still handle driver file management manually. However, most fleets today attempt to automate the process with driver file management software. Some fleets try to build their own systems, but most use vendor-supplied systems with varying degrees of customization.
Most of the documents that driver file management systems handle are required by various agencies, such as the US Department of Transportation (DOT) or the Federal Motor Carrier Safety Administration (FMCSA). Each driver’s required DQF (Driver Qualification File) must contain the driver’s Application for Employment, a copy of their Commercial Driver’s License, their Record of Violations, Motor Vehicle Record, the driver’s annual Certification of Violations, Medical Examiner’s Certificate, Road Test Certificate, and verification of previous employers. Driver file management systems maintain records of the FMSCA’s Drug and Alcohol Testing Program for pre-employment, random, and post-accident tests, along with records of refused or failed tests, plus training records, accident reports, and other documents.
For a large fleet with hundreds or thousands of drivers and even smaller fleets, manually maintaining all those documents in a paper system in an orderly and retrievable manner that meets complex regulatory requirements is a nearly impossible task. A quality software-based driver file management system ensures DOT compliance by automating the process of organizing driver documents, keeping them secure and updated, and issuing alerts and reminders for things like approaching expiration dates and required drug tests. Because the system is digital, papers don’t get lost. The software can perform the MVR (Motor Vehicle Report) checks automatically and track and report violations. These are just a few examples of what a robust system can do.
The FMCSA requires that fleets maintain a Driver Qualification File (DQF) for any driver operating a commercial vehicle. The DQF must contain the driver’s Employment Application, Motor Vehicle Record (MVR) and annual review, Road Test Certificate or Commercial Driver’s License, Medical Examiner’s Certificate and long-form Medical Examination, Certificate of Violations, verification of employment history, and drug and alcohol test results. The FMSCA requires that most records be retained for at least three years, some up to five years and longer. Drug and alcohol records must be maintained separately in a confidential file. All records are required to be kept up-to-date, many annually.
Keeping fleets always ready for audits and inspections is one of the most valuable capabilities of a robust driver file management system. By eliminating manual processes, the system also eliminates human error. Centralized, cloud-based document storage keeps everything in one place, organized according to regulatory requirements, and ready for fast and easy location and retrieval when needed. Automatic updates and compliance alerts ensure that once a document is found, the information in it is up to date, licenses have been renewed, and all other requirements have been fulfilled. The system can generate audit reports that summarize the required information, keep all documentation for the legally required timeframes, and archive them when the time comes.
Manual record keeping, especially for large fleets, can consume hundreds of hours of staff time every year, generate errors, and require vast amounts of physical space that’s secure enough to protect physical records. Digital driver file management eliminates all of that. It also eliminates the time spent looking for paper files and the problems of not finding them. Preparing paper files for audits can also consume hours of staff time; a digital system, however, can simply put out an accurate audit report whenever requested. For fleets with multiple locations, driver files can be scattered throughout the offices. In contrast, a digital system keeps everything in a cloud-based centralized storage location, where any driver’s record can be quickly retrieved by any office that needs it.
Document Vault integrates seamlessly with License Monitor to automatically file and store MVRs, Driver Employment Documents, and more. It also integrates with CSA Performer to monitor CSA (Compliance, Safety, and Accountability) violations and improve CSA scores.
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