Files and records

§391.51 General requirements for driver qualification files.

(a) Each motor carrier shall maintain a driver qualification file for each driver it employs. A driver’s qualification file may be combined with his/her personnel file.

(b) The qualification file for a driver must include:

(b)(1) The driver’s application for employment completed in accordance with §391.21;

(b)(2) A copy of the motor vehicle record received from each State pursuant to §391.23(a)(1); [Change Notice][Previous Text]

(b)(3) The certificate of driver’s road test issued to the driver pursuant to §391.31(e), or a copy of the license or certificate which the motor carrier accepted as equivalent to the driver’s road test pursuant to §391.33;

(b)(4) The motor vehicle record received from each State driver licensing agency to the annual driver record inquiry required by §391.25(a); [Change Notice][Previous Text]

(b)(5) A note relating to the annual review of the driver’s driving record as required by §391.25(c)(2);

(b)(6) A list or certificate relating to violations of motor vehicle laws and ordinances required by §391.27;

(b)(7)(i) The medical examiner’s certificate as required by §391.43(g) or a legible copy of the certificate.

(b)(7)(ii) Exception. For CDL drivers beginning January 30, 2012, if the CDLIS motor vehicle record contains medical certification status information, the motor carrier employer must meet this requirement by obtaining the CDLIS motor vehicle record defined at §384.105 of this chapter. That record must be obtained from the current licensing State and placed in the driver qualification file. After January 30, 2014, a non-excepted, interstate CDL driver without medical certification status information on the CDLIS motor vehicle record is designated ‘‘not-certified’’ to operate a CMV in interstate commerce. For up to 15 days from the date stamped on the receipt of the medical examiner’s certificate, provided to the driver by the State driver licensing agency, a motor carrier may use that receipt as proof of the driver’s medical certification.

(b)(7)(iii) If that driver obtained the medical certification based on having obtained a medical variance from FMCSA, the motor carrier must also include a copy of the medical variance documentation in the driver qualification file in accordance with §391.51(b)(8); and [Change Notice][Previous Text]

(b)(8) A Skill Performance Evaluation Certificate obtained from a Field Administrator, Division Administrator, or State Director issued in accordance with §391.49; or the Medical Exemption document, issued by a Federal medical program in accordance with part 381 of this chapter. [Change Notice][Previous Text]

(c) Except as provided in paragraph (d) of this section, each driver’s qualification file shall be retained for as long as a driver is employed by that motor carrier and for three years thereafter.

(d) The following records may be removed from a driver’s qualification file three years after the date of execution:

(d)(1) The motor vehicle record received from each State driver licensing agency to the annual driver record inquiry required by §391.25(a); [Change Notice][Previous Text]

(d)(2) The note relating to the annual review of the driver’s driving record as required by §391.25(c)(2);

(d)(3) The list or certificate relating to violations of motor vehicle laws and ordinances required by §391.27;

(d)(4) The medical examiner’s certificate required by §391.43(g), a legible copy of the certificate, or for CDL drivers any CDLIS MVR obtained as required by §391.51(b)(7)(ii); and [Change Notice][Previous Text]

(d)(5) Any medical variance issued by FMCSA, including a Skill Performance Evaluation Certificate issued in accordance with §391.49; or the Medical Exemption letter issued by a Federal medical program in accordance with part 381 of this chapter. [Change Notice][Previous Text]

(Approved by the Office of Management and Budget under control number 2126-004)

[35 FR 6460, Apr. 22, 1970, as amended at 35 FR 17420, Nov. 13, 1970; 41 FR 36656, Aug. 31, 1976; 42 FR 37370, July 21, 1977; 45 FR 46424, July 10, 1980; 53 FR 18057, May 19, 1988; 59 FR 8752, Feb. 23, 1994; 59 FR 60323, Nov. 23, 1994; 60 FR 38745, July 28, 1995; 63 FR 33277, June 18, 1998; 69 FR 16721, March 30, 2004; 73 FR 73127, Dec. 1, 2008]