Switching to digital systems can save time and make your operation more efficient, but if your records aren’t accurate, complete, and accessible, you could be no better off than having no system at all.
One operator contacted us after struggling to respond to a DVSA desk-based assessment. They’d moved everything to email and PDF, but their records were scattered across inboxes, folders, and unlabelled scans. The DVSA officer reviewing the files returned with major concerns, gaps in inspection reports, missing brake-test data, and no signed defect rectification records. It wasn’t the system that failed; it was the way it was being used.
The Guide to Maintaining Roadworthiness states that operators must keep full maintenance records, including PMIs, defect reports, rectification sheets, and brake test results, for at least 15 months. Whether paper or digital, these must be:
• Organised and accessible
• Complete and signed off
• Clearly linked to specific vehicles
• Available for immediate review by enforcement officers
Best practice for digital records includes:
• Using folders by vehicle registration
• Naming files clearly by date and record type
• Backing up your records on a secure cloud or server
• Including electronic signatures or technician initials
• Using software like R2C or an internal tracking spreadsheet to log activity
At LDP Transport Consultancy, we help operators audit and organise their maintenance systems so they’re inspection-ready with no panic if a request lands in your inbox.
It’s not just about keeping records; it’s about being able to prove what you’ve done, when you did it, and how it was resolved.
✅ Need help setting up a digital system or preparing for an audit?
Contact us to get support, templates, or a full record-keeping review.
