Keeping the Drivers' Files up to date is a fundamental requirement for all transportation companies under FMCSA regulations. This documentation not only ensures compliance but also protects your business from fines and audits. As the end of the year approaches, it’s essential to review and complete these files in a timely manner.
What is the Drivers' File, and why is it mandatory?
The Drivers' File is a mandatory record that transportation companies must maintain for each of their drivers. Its purpose is to ensure that all employees meet the legal and safety requirements necessary to operate.
The file must include the following:
Clearinghouse Query Records: Annual mandatory verification of drivers' status concerning drug and alcohol testing.
Medical Certifications: Updated copies of the medical certificate and the Medical Examination Report (MCSA-5875).
Driving History: Information on licenses, violations, and driving records for the past three years.
Drug and Alcohol Test Results: Includes both negative results and any follow-ups related to violations.
Other DOT-Required Documentation: Authorization forms for driving and verifications of previous employment.
Consequences of Not Updating the Drivers' File
Failure to meet this requirement can lead to serious consequences, such as:
Financial Penalties: Fines that may exceed $10,000 per driver.
Stricter Audits: Risk of operational suspensions and loss of commercial licenses.
Impact on Safety Ratings: Poor management of Drivers' Files can lower your DOT safety score, affecting future contracts and operations.
Deadline: Review Your Documentation
According to FMCSA regulations, Drivers' Files must be updated and reviewed annually. With the end of the year just around the corner, it is crucial to ensure your files meet all requirements before the deadline, avoiding unnecessary problems during regulatory inspections.
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