Reconcile each driver qualification file against what 49 CFR 391.51(b) actually names, run every driver's own twelve-month clock, and hold the file for the person who reviews and dates it.
A driving record is requested, and § 391.25(a) puts that inquiry at least once every 12 months.
02
A record comes back reviewed, and § 391.25(c) wants the reviewer name and the review date in the file.
Reason
03
A twelve-month clock falls due per driver, and § 382.701(b)(1) dates it from the last query, not January.
04
A limited query returns information, and § 382.701(b)(3) allows 24 hours for the full query.
05
A full query is next, and § 382.703 wants the driver's own submission on top of the consent you hold.
Decide
06
A medical certificate is filed, and § 391.51(b)(8) reads Through June 22, 2025 for CDL and CLP holders.
07
A safety performance history lands, and § 391.23(c)(1) files it within 30 days of employment start.
Out
08
A return-to-duty negative arrives, and § 382.705(b) reports it by close of the third business day.
09
Execute write actions only inside the approval boundaries agreed during implementation.
→Product statement
The agent assembles and tracks each clock. A named person performs the review and dates it; only an employer notified in January submits a summary report.
Example workflow
One driver file, document to review
AgentHuman
1Document or query result receivedLicensing records, medical certifications, applications, road tests and query returns
2File context assembledThe driver, the class held, the section each document answers to and the date it carries
3File state draftedThe documents present, their versions, the gaps and completeness
4Controls appliedConsent checks, clock checks, document-currency checks and completeness confidence
No human action required
Stages 1 to 4 run unaided, and no driver is qualified at any of them — the agent is assembling, and the safety lane opens at the completeness gate.
5DecisionSplits at the completeness gate
File complete
Goes to the named person to review and date.
Anything missing
Adds a safety-desk read first.
Safety review
The file is held with its gaps, its clocks and the driver class it sits in.
Review · Append document · Send to the safety desk
Reviewed — by the named person, dated▼
6Driver and training records updatedOnly where write access and records policy allow it
7Outcome evaluatedDocument currency, clock coverage, desk corrections and what review found
Corrections
Each safety-desk correction is counted in the evaluation.
What should not run autonomously
Human approval stays in control
Outside the boundary — human approval required8 items
Determining that a driver is qualified to drive.
Performing the annual review and dating the note.
Certifying the summary report a company official signs.
Querying the Clearinghouse without driver consent.
Automation boundaryAgent acts unaided
✓Hold every document § 391.51(b) names, with the date.
✓Track each driver's own twelve-month clock from the last query made.
✓Chase a previous employer who never replied and log it.
✓Flag the licensing record where a paper certificate is still on file.
Nothing is reviewed or certified except by a named person, inside agreed boundaries.
Deciding whether a driver may keep working.
Telling an auditor a driver file is complete.
Setting the driver class a file is kept at.
Changes to driver, training or licensing records.
Example output
One driver file, annotated
Our driver support copilot stops the moment a driver cites hours, fatigue or a defect; this record is what one qualification file held.
File state · single driverIllustrative example
Document
Recorded as
Driver class
Source of record
Confidence
Held for
Annual review note, § 391.25(c)
Reviewer name recorded, review dated
CDL holder
Licensing authority record, 3 August 2026
Held unreviewed
The reviewer, by name
As receivedTaken from the licensing authority record and the file itself — it reaches as far as those sources do.
What the file holdsLicensing record dateAnnual inquiry returnReview note, dated
Why no qualification call hereWhether a driver is qualified is a § 391.25(b) judgement, not a model output.
ActionReviewAppend documentSend to the safety desk
What the score decidesBelow the configured threshold the file picks up a desk read before the reviewer sees it.
Value
Where AI adds value
The same four claims, placed at the point in the workflow where each one applies.
Where the value landsValue 01 – 04
Every documentFrom the source that issues it
03File
Where the document is used
Our safety coaching agent keeps its score out of hiring, discipline and discharge — that is right, and this file is what hiring actually runs on.
01Approved path
A name and a date, not a form
§ 391.25(c) wants the reviewer name and the date of review in the file, and asks for no signature.
02Human review
What was checked, and not found
An ELDT-II Final Rule is referenced on the agency's own page and no matching Federal Register document was found; the verifiable 2025 action is the Training Provider Registry purge, with providers removed and others given 30 days to answer.
04Build an evidence trail
The document, the version it is and the reviewer who dated it stay on the file.
Integrations
Typical integrations
Five system groups connect to the same agent. Which of them are in scope is decided in discovery.
Licensing and medical recordsCDLIS motor vehicle record National Registry verification
Clearinghouse queriesFMCSA Clearinghouse portal Query and consent records
Driver and HR recordsDriver files · HR systems Applications and road tests
Agent
Driver qualification and Clearinghouse
Reads the file Tracks each clock Holds for the reviewer
Training and testingTraining Provider Registry Drug and alcohol test records
A class-level document-currency figure can read clean while non-domiciled CDL holders carry most of the corrections. Nestack reports the correction rate by driver class, not only in total.
Slice performance — reported separately, not only in aggregateIllustrative example
Slice
Failure rate
Lift
Lift vs. threshold
Status
Non-domiciled CDL holders
10.3%
3.7×
Review
New hires inside 30 days
7.7%
2.7×
Review
Drivers on a mid-year clock
4.9%
1.7×
Watch
Long-tenured CDL holders
1.8%
0.6×
Normal
Bar: correction-rate lift vs. long-tenured CDL baseline · scale 0–4.0× · tick marks the 2.0× review threshold2 of 4 slices over threshold
Evidence-linked improvement
What a superseded document costs
A cycle closes when the superseded artefact is a regression case. That suite is what the next file assembled is measured against.
Improvement cycle · five stagesSwitchback — the path turns at Improve and returns at Learn
01Detect
Correction rate rises on non-domiciled CDL holders.
02Diagnose
The medical certificate somebody filed on paper for a driver whose licence already carried it is read back until one cause remains.
03Improve
The change ships numbered, and the files that forced it ride with it.
04Verify
Nothing releases while one touched driver case is still red.
05Learn
It is retained for good, and the file rules are amended in that same commit.
Learn → DetectThe return edge. The next file is measured against a suite one case longer.
Typical build scope
Twelve workstreams across six weeks
The build scope read against the delivery timeline. Week structure follows the six-week plan — discovery, sources, file assembly, evaluation, integration, then production validation and handover.
WorkstreamWeek 1Week 2Week 3Week 4Week 5Week 6
01Driver-file discovery and automation-boundary work.
02Licensing, medical and query sources.
03Document-to-section and clock-coverage mapping.
04Driver document ingestion.
05Driver, class and source binding.
06Completeness scoring and review routing.
07Named-reviewer review workflow.
08Driver and licensing-system integration.
09Document-currency and query cases.
10Guardrails and review controls.
11File-trail instrumentation.
12Deployment, documentation and Agent Care handover.
12 workstreams · 6 weeks · bar shows the weeks a workstream is active — several run in parallelFinal scope and sequence confirmed in discovery
Engagement tiers
What each tier includes
Rows are the capabilities named in each tier's scope. Higher tiers include everything below them.
Capability✓ in scope · — not at this tierPilotOne class, one review yearProductionProduction driver-file workflowAdvancedMultiple classes / terminals
Introduced at Pilot
File assembly to your sections✓✓✓
Named-reviewer release✓✓✓
Document-inventory baseline✓✓✓
Introduced at Production
Reporting by driver class—✓✓
Review workflow in your systems—✓✓
Approved write-back—✓✓
Licensing-record integration—✓✓
Introduced at Advanced
Multi-terminal rosters——✓
Cross-section document packs——✓
Large driver rosters——✓
Multi-source consent controls——✓
Build priceFrom $5,000From $8,000Custom quote
Final build priceConfirmed after discovery based on integrations, workflow complexity, roster size, approval controls and deployment requirements.
Separate from buildBuild pricing is separate from recurring Agent Care, which covers managed monitoring, evaluations, incidents and verified improvements after launch.
What we need from you
What you bring, and what we build with it
Each input maps to a piece of build scope and a week in the delivery timeline.
You bringWe build with it
01Your drivers and the classes they hold→Roster mapping and document captureWeek 1
02Representative licensing, medical and query records→Source binding, clock logic and the document baselineWeek 2
03Your consents held under § 382.703→Document mapping, driver binding and the automation boundaryWeek 1
04Access to relevant APIs, feeds or exports→Licensing, medical and query-source assessment, then integration setupWeek 2
05Files you would not want reviewed→Currency cases and failure-mode testingWeek 4
06What no qualification file may establish→Completeness scoring, review routing, guardrails and release controlsWeek 3
07A named person to perform the review→Named-reviewer workflow, then pilot and production validationWeeks 5–6
Nothing else is requiredDeployment, documentation and Agent Care handover are ours.
Delivery timeline
Four phases across six weeks
These bands are the weeks each phase honestly costs, and the fifth of them therefore carries a pair.
PhaseW1W2W3W4W5W6
DiscoveryW1
BuildW2 – W3
EvaluateW4 – W5
Pilot & LaunchW5 – W6
Week focusW1Driver-file discovery, document mapping and the automation boundaryW2Source integration and the document-currency baselineW3File assembly, clock logic and release controlsW4Evaluation suite, currency cases and failure-mode testingW5Record integration, pilot files and targeted correctionsW6One review year run under the safety director, then Agent Care handover
Reading the bandEach bar covers only the weeks its own work is named for. The fifth week carries two because the work does.
At the end of W6Validation closes on live files, and Agent Care picks up the watch.
DurationSix-week plan shown · typical delivery 4–6 weeks depending on scope confirmed in discovery.
Next step · Transportation AI agent
Build a driver qualification agent around the file your named reviewer has to date.
Show us one driver file and the documents behind it. If a CDL holder on your roster still has a paper medical card in the file, then it is running on a template that stopped matching § 391.51(b)(8) on 23 June 2025. Another carrier's authority at tender is a different agent.
