Driver qualification files
The DQ file that is always complete
The Vault holds every driver, vehicle and company document in one place, shows you what is missing or about to expire, and hands an auditor a complete package in minutes instead of days.
Why it matters
Sets out what must be in every driver qualification file, and for how long. An auditor checks the file, not your intentions.
That is how long it takes most carriers to assemble files from filing cabinets, email and phones when an audit letter arrives.
One incomplete file counts the same as ten. Compliance reviews sample files, and one gap opens the whole fleet to scrutiny.
Carriers that can produce a complete, dated file for any driver on request are the ones that walk out of a compliance review with a clean rating.
The gap
Medical cards on a phone, MVRs in email, applications in a cabinet, annual reviews nowhere. Nothing is wrong until someone asks for all of it at once.
A medical certificate or CDL that lapsed last month is a driver who has been out of qualification since then, and nobody noticed.
Getting a photo of a new document from a driver on the road means texts, attachments and a manager doing the filing by hand.
How it works
Enter your company, locations, drivers and assets. The Vault builds the required document list for each one.
Drop a PDF or a phone photo into the queue, or send a driver their own upload link and let them do it from the cab.
Each document lands on the right driver or vehicle, in the right slot, with its date. Missing and expiring items stay flagged until they are not.
Pull a complete, current package for any driver, vehicle or the whole company in one download.
Capabilities
Application, MVR, medical certificate, road test, annual review, and every other required item, per driver, with dates.
Registrations, inspections and maintenance documents on each power unit and trailer.
Operating authority, insurance, permits and policies, filed once at the company or terminal level.
The dashboard shows what is absent and what expires soon, so the work list writes itself.
A private link per driver. They take a photo of the new card, it lands in your queue, you file it in one click.
Everything that arrives waits in one place until a person confirms where it belongs. Nothing is misfiled silently.
Documents open behind a cover and are shown only on request, so a screen left open does not show a licence number.
Download the current file set for a driver, a vehicle or the whole company as a single archive.
Audit defence
Owner-operators
You are the driver, the safety manager and the office. The Vault keeps your own DQ file and truck records complete, tells you when your medical card or annual inspection is due, and gives you the package when a roadside officer or an auditor asks.
Pricing
Billed monthly. No contract. Plans are sized by active drivers; separated and archived drivers do not count.
Every plan includes driver, vehicle and company files, missing and expiring tracking, the upload queue, driver upload links, the private viewer and audit package downloads. Need more than 200 drivers or several companies under one account? Contact us.
FAQ
A driver on your roster who has not been archived or separated. Drivers you mark inactive or give a separation date keep their files, but do not count toward your plan.
Everything a driver qualification file requires under 49 CFR 391, plus vehicle records and company-level documents such as authority, insurance and permits. Document types can be tailored to your operation.
Each driver can be given a private upload link. They open it on their phone, take a photo or pick a file, and it arrives in your upload queue with their name on it. You confirm the document type and it is filed.
PDF, Word documents and JPG or PNG photos.
Yes. Multiple companies and terminals can sit under one account, and your driver count is measured across all of them.
Every account is isolated to its own companies, sign-in requires a username, password and licence key, and documents are only shown when a signed-in user asks to see one.
Yes. The Account page inside The Vault links to your billing portal, where you can move to a larger plan when your fleet grows.