Annual MVR ordered from each state of licensure §391.25
Annual review of driving record, signed and dated §391.25
Medical certificate renewed and refiled before it expires
Annual Clearinghouse limited query run and documented §382.701
A calendar that tracks every expiration for every driver — medical cards, MVR reviews, queries — so nothing lapses quietly
The alert cadence
60days out
30days out
7days out
Written alert before anything expires
Where files go wrong in an audit
Generic job application missing fields §391.21 requires — most templates do
Annual MVR review never documented, only the MVR itself pulled
Medical card expired between renewals with no alert in place
Prior-employer inquiries never sent, or sent with no proof kept
Clearinghouse queries missed for leased owner-operators
Files kept for current drivers only — retention runs 3 years past departure
RETENTION: keep the full file for as long as the driver works for you, plus three years after they leave. Leased owner-operators and 1099 drivers running under your authority need a file too. AUDIT MATH: critical violations found in 10% or more of reviewed files can downgrade your safety rating — in a small fleet, that’s one or two bad files.
If you’d rather drive
This is the whole job — do it yourself and you owe me nothing. If you’d rather drive: $149 per driver to set up, $39 per driver per month to keep it right.
BossMan Dispatch LLC is an administrative service provider. Motor carriers remain responsible for compliance with FMCSA regulations. Nothing on this page is legal advice.
