Fleet Compliance Desk

Your driver files, kept current — without hiring a safety manager.

Outsourced driver qualification file management for construction, utility, and field-service fleets running 6–50 power units. We collect the documents, track every expiration, chase the ones going late, and send your office one short exception list. You keep the compliance decisions.

Book a call Read: what the calendar actually looks like

The work is small, constant, and dated

A fleet with 30 drivers generates roughly 105 dated compliance items a year. Not one of them is difficult. All of them have a deadline, and the deadlines do not arrive together.

Recurring item	Cycle	At 30 drivers
Motor vehicle record (MVR) review — 49 CFR 391.25	Annual	30 / yr
Annual review of driving record — 391.25	Annual	30 / yr
Drug & Alcohol Clearinghouse limited query — 382.701 (CDL drivers)	Annual	1 / CDL driver
Medical examiner's certificate — 391.43 (paper card for non-CDL drivers; read off the MVR for CDL drivers since June 2025)	Up to 24 months	~15 / yr
CDL expiration, new-hire DQ file build, MCS-150 update	Varies	ongoing

In most fleets this sits with an office manager or a controller who already has a full job. It works fine right up until an inspection — where a lapsed medical certificate takes the driver out of service (98% of the time, on the most common citation), and a thin DQ file turns a routine review into a long one.

What the desk covers

We run

Driver qualification file build for new hires, and remediation of existing files
Document collection — we chase the driver, not you
Expiration tracking across medical certificates, CDLs, and annual requirements
Annual MVR and driving-record review scheduling
Clearinghouse query scheduling and record-keeping
Roster reconciliation — your driver list against the files actually on hand
MCS-150 biennial update reminders
An organised, current record packet, ready if a review happens
One short exception list to your office, on a schedule you pick

We don't

Certify that your fleet is compliant — that judgement stays with you or your safety professional
Make regulatory determinations on your behalf
Represent you to FMCSA, or handle enforcement proceedings
Touch hours-of-service, ELD data, or dispatch
Replace a safety director on a fleet that needs one

That boundary is deliberate. The output is always “here are the records, deadlines, and gaps we found — review these”, never “you are compliant.” It keeps the consequential calls with the people who should be making them.

How it works

We take inventoryYou send whatever you have — folders, a filing cabinet scan, a spreadsheet, an export from your current system. We build the roster and find what's missing.
We build the calendarEvery driver, every dated requirement, every renewal date, in one place. This is where most of the surprises show up.
We chase the documentsMissing med card, expired MVR, incomplete application — we go after the driver directly and keep going until it lands.
You get the exception listOne short list: what's late, what's due in 30 days, what needs a decision from you. Not a dashboard you have to remember to open.
It stays currentNew hires get a file built. Renewals get chased before they lapse. The packet stays review-ready without anyone in your office thinking about it.

Pricing

Flat, per driver, per month. No setup fee, no per-document charges, no annual contract — month to month, cancel whenever.

$30

per driver / month
$250/month minimum. Includes the initial file build and remediation — no setup fee.

For comparison

Doing this in-house runs $150–500 per driver per year once you count MVRs, medical certificates and the staff time to chase them — $12.50–42 a month, for work somebody is already doing after hours. Comparable outsourced DQ file services publish $30–49 per driver per month, most of them on top of a per-driver setup fee. Compliance consultants bill $150–500 an hour. A recordkeeping violation carries a civil penalty of up to $1,496 per day it continues, capped at $14,960 (49 CFR part 386, appendix B).

Find out what's actually in your files

You don't have to decide anything to find out where you stand. Send me your current driver list and I'll check it against your files, then send you a written gap report: which drivers are missing documents, which dates have already passed, and which renewals land in the next 90 days. I'll also tell you what your public roadside record already shows, which is the part most fleets have never looked at.

No charge, and no obligation to do anything with it. If the report is clean, you've confirmed something worth confirming. If it isn't, you'll know exactly what to fix — whether you hire me, hand it to someone internally, or fix it yourself.

See a sample report first → — the actual document, before you send me anything.

Book the audit Email me your driver count

Who this is for

Construction, utility, paving, excavation, landscaping, well service, equipment hauling — fleets that move their own material
6–50 power units: big enough that the paperwork is real, small enough that nobody is employed full-time to do it
Compliance currently handled by an office manager, controller, or the owner

If you already employ a safety director, you don't need this. If you're above about 75 trucks, you probably need more than this.

Who runs it

I'm Will Jewell. I'm a data engineer based in Chattanooga, Tennessee, and I build the systems that make records work like this hold together — document intake, extraction, expiration tracking, reconciliation, and exception detection.

I am not a former DOT officer and I don't present myself as one. What I'm good at is the operational half of this problem: making sure nothing dated falls through a crack, at a scale and a cost that a 20-truck company can actually justify. Regulatory interpretation and consequential compliance judgement stay with you or with a qualified safety professional — which is exactly why the desk is scoped the way it is above.

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