Driver files FAQ

Driver file management software brings each driver’s documents, expiry dates, and review history into one organized record. TruckerPro Driver Files helps US and Canadian carriers manage that work as a standalone product, without purchasing a full transportation management system.

Yes. You can request Driver Files on its own. Choose a driver plan, submit the account request form, and our team will contact you to set up your account manually. A full TMS subscription is not required.

Yes. Organize documents for US driver qualification files, Canadian driver records, and cross-border operations. Your team chooses the documents and review process appropriate to its authority. Requirements vary by jurisdiction; software does not replace your carrier’s compliance responsibilities.

Monthly plans are $99 for up to 10 drivers, $160 for up to 20, $250 for up to 35, and $350 for up to 50, in USD. Contact us for more than 50 drivers. The team confirms your plan and setup before activating your account.

Yes. Request a 15-minute introduction or book a 45-minute walkthrough focused on driver file management. Explore your document workflow, renewal tracking, and driver plan. An introduction request is scheduled by our team; it does not reserve a calendar slot. A full TMS purchase is not required.

Your request goes to the TruckerPro team. We contact you to confirm your fleet size, requirements, and plan, then set up your account manually. Submitting the form does not create an account or take a payment.

A driver qualification file is the set of documents a motor carrier must keep for each driver to prove they are qualified to operate a commercial vehicle. In the US, the core list is set by 49 CFR Part 391. In Canada, National Safety Code Standard 7 and provincial rules define what carriers must collect and retain. Both sides expect the file to be complete, current, and available for audit.

Typical US Part 391 items include the employment application, previous-employer inquiries, road test certificate (or equivalent), MVR (motor vehicle record), medical certification evidence, and the annual review of the driving record. Drug and alcohol program records under Part 382 belong in a restricted program file, and CDL drivers also require FMCSA Clearinghouse query evidence and consent tracking. Two items on older checklists have changed: the driver’s annual list of violations under 391.27 was rescinded effective May 9, 2022, and since June 23, 2025 a CDL driver’s medical certification reaches the carrier through the CDLIS motor vehicle record rather than a photocopied paper card.

Canadian carriers usually keep the commercial licence, provincial driving abstract, medical fitness evidence where required, training and orientation records, employment history, policy acknowledgments, and any province-specific items (for example Ontario CVOR-related driver records). Cross-border drivers add US-side documents when they run into the United States.

US carriers generally keep the active DQ file for the length of employment plus three years for many Part 391 records (some drug-and-alcohol records have different clocks). Canadian retention follows NSC Standard 7 and provincial NSC programs - often years after employment ends. Confirm the current federal and provincial retention clock for your authority before you purge anything.

MVR (motor vehicle record) is the US term for a state driving record pull. Driving abstract is the Canadian equivalent issued by a province or territory. Both show licence status, convictions, and suspensions. Carriers pull them at hire and on a recurring schedule so the file stays current.

Driver mobile upload is available through TruckerPro’s separately licensed driver app. Ask about mobile access during your Driver Files demo so the team can confirm the setup and any additional cost for your fleet.

Often yes. A commercial driver’s licence is not the on/off switch. Many interstate CMV drivers below CDL weight still need a Part 391 file (application, MVR, medical, annual review). Clearinghouse queries are the CDL/CLP piece you can usually skip for true non-CDL drivers.

US carriers generally keep specified Part 391 items for three years after employment ends. Drug and alcohol records use one-year or five-year clocks. Canadian retention follows the provincial NSC program and your written safety program, often years after termination. Map each document type before you purge.

Yes when they are complete, readable, dated, and produced promptly. A scan of a messy binder is not automatically better than the binder. Name document types, keep current items on top, and export a packet per driver in minutes.

At hire, then on the cadence written in your safety program. Annual is the default most facility auditors expect to see matched in the folders. Pull again after a serious incident, a conviction, or a move between provinces. Store the abstract date, not only the PDF.

No. The driver’s abstract is that person’s provincial driving history and belongs in the driver file. The CVOR abstract is Ontario’s carrier-level performance record. You need both for different jobs; filing one in the other’s folder satisfies neither duty.

Use the account request form at https://www.truckerspro.net/get-started/. The team will contact you to confirm your requirements and set up your account manually. You can also book a demo focused only on driver files.

TruckerPro Driver Files is a standalone driver file management offering from the TruckerPro family. Use it for driver records on their own. TruckerPro TMS, on truckerpro.ca, is the broader product for transportation operations.

Lookback is a product choice, commonly three years or five years, certified or uncertified. Order the product your safety program and insurer named. It is not a life-history dump, and it will not automatically include US convictions.

If you hold motor carrier authority, yes - you keep a file on yourself. If you are leased on, the motor carrier whose authority you run under keeps the file for that work. Write who collects which documents in the lease.

Keep a dated pointer (pre-employment complete, Clearinghouse query done). Laboratory results and SAP records belong in a restricted Part 382 program file with a different retention clock.