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You want to do everything possible to keep your drivers safe and ensure that their vehicles are always ready for the road.
However, if you're managing driver qualification files through a spreadsheet or handwritten logbook, you're not doing everything you can; the best way to manage this crucial data is with an automated digital platform.
This article will detail the benefits of using a digitized Driver Qualification File management platform.
Benefits of using DOT Management Software
Maintaining up-to-date records for all commercial drivers is critical for shipping companies. One method to accomplish that is to use DOT file management software.
Using a dedicated platform can help to comply with FMCSA regulations and save on administrative costs.
Here are five reasons why you should consider using dedicated software for your driver qualification files.
Accessibility
Paper files require you to be physically present in the office to access the documents. With electronic storage, however, users can easily view their driver files from any location with an internet connection.
Creating and maintaining Driver Qualification Files on an online platform ensures you capture all the documents you're required to have.
Compliance
Digitizing your driver qualification files can help you stay compliant and avoid legal fines and penalties. When DQ Files are stored on a digital platform, you can set alerts and reminders for any upcoming compliance requirements.
As a result, it allows you to be more proactive with all FMCSA compliance requirements and avoid fines and penalties for insufficient driver files.
Increased Productivity
One significant benefit of using a digital system for managing your DOT files is that it can increase your team's productivity. In many companies, up to 30% of employee time is wasted on low-level tasks that can easily be automated on a digital platform.
With a consistent and streamlined DOT file management process in place, you are certain to decrease these hours, allowing your safety personnel to spend more time on other DOT compliance tasks.
Safety and Security
DQ files contain sensitive information. Therefore, it's essential to keep them secure. Paper driver files makes this more difficult.
With an online platform, you can easily control access to your driver files, ensuring each driver's confidential information is secure.
You can restrict user access to the information necessary for their job function. In addition to protecting driver privacy, it protects your business. You minimize the company's liability exposure with files safely secured in the cloud.
Space & Cost Saving
Trying to keep paper-based DQ files organized can be time-consuming and labor-intensive. As your business grows, the number of driver files, consent forms, and other documents accumulates, requiring more storage space.
An online file management platform enables you to store, maintain, and manage all your documents in the cloud without taking up physical space.
Summary
Digitizing your DQ Files using an online Driver Qualification File Management System has many benefits. It is an excellent way to simplify your file management workflow.
Cloud based DQ files ensure that the data you maintain is easy to find and easy to audit. It also makes ongoing, real-time updates as new documents need to be added or changed.
Additionally, online DQ files reduce manual workflow related to document capture by allowing safety personnel and drivers to upload them directly into your driver files.
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CDLSuite is the low-cost software solution small and carriers use to easily manage driver recruiting, DQ File Management and compliance with FMCSA guidelines.
Contact us today to learn how we can help you keep your DQ Files secure by calling 888.209.7427.
