Organize every fleet document audit-ready in seconds.
DQF folders, vehicle records, and maintenance logs in one secure place with audit trails — so you never dig for a document or lose a file again.
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ViewWhat records do carriers have to keep — and where?
Motor carriers must retain driver qualification files, hours-of-service logs, drug & alcohol testing, vehicle maintenance and inspection records, the accident register, and tax records. They can be stored digitally as long as they’re accurate, accessible, and reproducible — which is exactly how Fleetive organizes them.
How Fleetive helps
- 1
Upload into DQF-ready folders
Driver files, vehicle records, and maintenance logs go into a structure that mirrors what auditors expect.
- 2
Auto-organize by driver and unit
Every document is filed to the right driver or truck automatically — no loose folders or misnamed PDFs.
- 3
Keep an audit trail on every action
Who uploaded, viewed, or changed a document — and when — is recorded for compliance.
- 4
Retrieve any document in seconds
Search and pull a single file or an entire driver folder instantly, even mid-audit.
- 5
Never truly lose a file
Soft-delete keeps records recoverable, so a mistaken deletion never becomes a compliance gap.
Common questions
What documents do trucking carriers need to keep?
Driver qualification files, hours-of-service/ELD logs, drug & alcohol testing records, vehicle maintenance and annual inspection records, the accident register, and IFTA/IRP records — each with its own FMCSA retention requirement.
How long should you keep DOT records?
Retention varies by record type — DQF records are generally kept for employment plus three years, while maintenance and some testing records have their own periods. Fleetive retains everything with soft-delete so nothing is lost early.
What is a DQF folder?
A Driver Qualification File folder holds all the documents proving a driver is legally qualified — application, MVR, medical card, road test/CDL, and Clearinghouse results.
Is digital document storage DOT-compliant?
Yes — FMCSA allows electronic records that are accurate, accessible, and reproducible. Fleetive adds audit trails and secure, organized storage on top.
What is an audit trail?
A time-stamped log of every action taken on a document — upload, view, edit, delete — that proves chain of custody during an audit.
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