Keeping Vehicle Records

The Argent Equipment team is committed to helping our customers stay safe on the road through our comprehensive range of commercial vehicle testing services. We also regularly create blogs like this one to educate our readers on the many aspects of HCV CVRTs, LCV testing, motorhome testing and more. 

However, in this article, we look at a practice that's every bit as important for commercial vehicle operators—the obligation to keep accurate vehicle records.

The Various Records You Need to Keep 

To begin with, the easiest way to keep track of each vehicle's record keeping is to set up an individual file for each one. Inside that file, you should have its registration document and other certifications, such as your plating, CRW, and tachograph calibration certificate.

It's also a good idea to set up a digital or manual forward planning system to alert you of upcoming tests, inspections and service dates. Not forgetting, of course, that your operator's licence discs should be displayed on each vehicle's windscreen. 

Reporting Defects/Daily Checks 

Something else that needs to be in place is a system that makes it easy for drivers to immediately report vehicle defects. Also, when the defect is serious enough to present a danger to road safety, it should be prioritised and addressed as a matter of urgency - taking the vehicle off the road if necessary. 

When a fault is discovered, it must be logged as part of a report that includes confirmation that it was rectified. The best practice is to keep these records for a minimum of 15 months. The defects should be picked up as part of each driver's pre-journey checks, which must also be documented, even when a 'nil' (no problems found) report is logged. 

In-Journey Record-Keeping 

While sensitive loads like Hazchem (Hazardous chemicals) mandate that a great deal of information is documented, many others don't. However, even in these cases, it's a wise move for the driver to document the type and weight of loads, as well as the addresses of the consigner/consignee, pick-up points and delivery locations.

Should an incident occur during the journey or your vehicle is subject to an enforcement check, it will save a great deal of time. Keeping this information in a central (digital) register is also a good idea if you’re asked to provide it to the authorities for any reason.

Helping Our Customers Stay On the Right Side of the Law

As a commercial vehicle operator in Ireland, you have to be aware of a number of obligations, particularly when it comes to record keeping. Having a robust system in place not only ensures that all the necessary safety checks are carried out but also has you perfectly prepared in case you're subject to any enforcement checks. 

At Argent Equipment, we help you in this effort by offering industry-leading vehicle testing services from our Dublin workshops. You can find directions to both of our locations, as well as details of our full range of services, by viewing our website. Alternatively, talk to our expert team by calling us on 01 572 6500.