DOT Compliance Management & FMCSA Compliance Services

Scope of Work

What's included.

Driver Qualification (DQ) File Management

Establish and maintain a DQ file for each driver consistent with 49 CFR Part 391.
Annual MVR pulls and review (49 CFR 391.25).
Medical examiner's certificate tracking and renewal reminders.
Maintain driver application, road test, and previous-employer investigation records.
Annual review of driving record.

Drug & Alcohol Program Administration

Maintain program documentation per 49 CFR Part 382 and Part 40.
Manage the random testing pool and required testing percentages.
Coordinate pre-employment, post-accident, reasonable-suspicion, return-to-duty, and follow-up testing through the Client's TPA.
FMCSA Clearinghouse queries (pre-employment full and annual limited), with driver consent on file.
Recordkeeping consistent with Part 40 retention requirements.

FMCSA Filings & Regulatory Updates

Biennial MCS-150 update.
UCR registration support.
Notification of FMCSA regulatory changes that may affect operations.

Audit & Inspection Support

Prepare for and respond to FMCSA compliance reviews and new-entrant safety audits.
Support roadside inspection follow-up, including DataQ challenges where warranted.
Coordinate corrective action plans on out-of-service findings or significant violations.

Hours of Service / ELD log review and Vehicle Inspection (DVIR) / maintenance recordkeeping are available under separate line items.

Keep Exploring

Other services.

What ongoing DOT compliance management covers

Compliance is not a project with an end date. Driver files expire, MVRs come due annually, random testing selections happen on a schedule, the Clearinghouse needs querying, and every one of those has a date attached to it. Most carriers do not fail because they do not know the rules. They fail because nobody owns the calendar.

Managed compliance means someone outside your dispatch office is tracking those dates and closing them: driver qualification files maintained against Part 391, annual MVR reviews, medical certificate expirations, the drug and alcohol program run against Parts 382 and 40, hours-of-service oversight, maintenance file retention under Part 396, and the accident register kept current.

It also means someone reads your CSA profile before an investigator does. Roadside inspection results post to your record whether or not anyone at your company looks at them, and violations that could have been challenged become permanent once the DataQ window closes.

The practical test of whether this is working is simple: if an investigator called tomorrow and asked for records within 48 hours, could you produce them without a scramble? That is the standard the work is built around.

FAQ

Frequently asked questions.

Is this the same as a fractional safety director?

Related but narrower. Compliance management keeps the regulated paperwork correct and current. A fractional safety director also owns strategy, culture, driver coaching, and leadership decisions. Many carriers start with compliance and add the leadership piece later.

We already have someone doing this internally. What changes?

Usually the failure mode is not competence, it is that compliance is the fourth priority for someone whose first three are operational. We either take it off their plate entirely or audit their work on a cycle so gaps surface early.

What if we are already behind?

That is the common starting point. The first phase is a gap review to find out how far behind, then a remediation plan that closes the highest-severity items first rather than trying to fix everything at once.