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Record-Keeping & Driving Licence Monitoring

As experienced transport managers will know, keeping a tight grip on your records and the validity of your drivers’ licences is essential. This is due to the need to follow the law, while also ensuring that road safety is prioritised in the way it should be.

In this article, we look at what’s involved in keeping on top of your recording keeping and licence monitoring obligations, covering best practice so that your company is able to operate safely and within the bounds of the rules.

Why Accurate Record Keeping Is Important

Keeping accurate driving licence records is a crucial step in adhering to the rules and reducing your organisation’s exposure to risk. It also covers the necessary tasks of understanding which of your drivers are qualified and legally able to sit behind the wheel and those that aren’t.
As such, the following driving licence-related components must be monitored closely:

  • Driving Licence Details – A meticulous record must be kept of each driving licence number, its date of issue, and expiry date.
  • Training & Qualifications – Any training taken, and qualifications gained by the driver in question must be recorded, including initial driver training and Driver CPC qualifications. Other specialised training that’s relevant to the role must also be documented.
  • Endorsements & Penalties – When a driver has penalties or licence endorsements imposed by a court, this needs to be recorded, as it may cause issues with regards to compliance and your company’s insurance coverage.

How to Go About Monitoring Driving Licences

It’s important not to be passive when it comes to driving licence monitoring, meaning that you should carry out regular checks to ensure all your drivers’ licences are valid. This process can be made much easier when you use digital monitoring systems which automatically flag problematic endorsements or impending expiry dates.

Keeping a clear line of communication with your drivers about licence renewals is essential, as it maintains awareness of the requirements, available training and any law changes that may affect their eligibility to drive.

Other Best Practices Transport Managers Can Implement

There’s a variety of steps that can be taken by transport managers to ensure that accurate driving licence records are kept, such as engaging with the relevant authorities so as to remain current with any legislation changes and ensure that your company’s processes align with current requirements. Other measures include:

  • Running comprehensive in-house manager training regarding the required procedures and the importance of accurately recording and monitoring driving licences.
  • Making use of external organisations and other resources
  • Encouraging a culture of continuous learning and improvement, so that your procedures evolve in accordance with the changing legal landscape and the advancement of technology.

Record Keeping & Monitoring – Not Just Bureaucracy

Keeping records and periodically checking the validity of your drivers’ licences is not simply admin for admin’s sake, as it serves a very important purpose. It ensures that no laws are broken, while also helping you develop a work culture that’s focused on doing the right thing.

The provision of the necessary training and instigation of defined processes gets everyone on the same page, making compliance that much easier to achieve. There’s also another welcome side effect of enhancing your reputation as a professional safety-focused company.

About the author

Jonathan Gilder

Jonathan Gilder

Head of Training and Transport
Jonathan is a distinguished NRI HGV Instructor accredited by RTITB, with certifications in IOSH Managing Safely, RTITB Lift Truck Instruction, and ROSPA Assured PAT Testing. His expertise extends to EdI Level 3 NVQ Assessing, Btec Level 2 in Transportation of Goods by Road, and he is a skilled Trainer in Driver CPC and Incident Investigation from GH Safety.

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