Safety inspection and repair work records, whether undertaken by operators or contracted out, must be kept for at least 15 months as part of a vehicle’s maintenance history.
Operators must, however, ensure that the electronic records are complete and available, or can be made available on request for inspection at the operating centre. If you hire, lease or borrow a vehicle you are responsible for its roadworthiness and must have available, if required, copies of any inspections that have been carried out while the vehicle is in your possession
You can download the latest “Guide To Maintaining Roadworthiness” here
The right digital solution can add benefits to any maintenance system by providing ease of access to all relevant data in one place, including:
- Safety inspections
- Unplanned maintenance
- Inspection reports
- Driver defect reporting system
- Fleet management.
Linking to related data – such as technical information – means that it can be obtained quickly, as well as giving you the ability to create maintenance schedules, which are both planned and dynamic. Systems can be linked to those run by maintenance providers, giving shared data on:
- Maintenance history
- Scheduled repairs
The automated processes that can be created help to organise and manage an efficient and well-planned system.
It’s ultimately the roadworthiness of the vehicles operated that will demonstrate if the system is well designed and meets the required standards. Operators, as well as drivers, are responsible for the condition of their vehicles.
Operators need to satisfy themselves that any systems/devices used do not undermine the running of a safe and efficient fleet. Software/hardware providers should make sure that any system they design takes into account the requirements of this guide.
Important features of a computerised system:
- The availability of hard copies of records to be produced on request
- It must be tamper proof (eg records can’t be changed at a later date)
- It must be clear what’s been checked and by whom
- There must be a clear end-to-end audit trail
- The data file which covers all maintenance records for the fleet
- Fully electronic inspection records
- Collaborative digital planners
- Drivers walkaround check and defect reporting application
- Compliance dashboard
- Meet data protection requirements (including the general data protection regulation)
- Data back-up and disaster recovery system
Any maintenance software should be developed in line with the maintenance schedule agreed as part of the operator’s licence requirements, and in consultation with this guide.