The short answer
DVSA's guidance for operators says to keep records of driver defect reports and inspection and maintenance work for at least 15 months. Check the latest version of the guide to maintaining roadworthiness, as the details are updated from time to time. Some firms keep records for longer for insurance and legal reasons.
What to keep
- The check itself: vehicle, driver, date, time and the answers
- Any defect reported, with a description and photo
- What was done about it, who did it and when
- Maintenance inspection (PMI) sheets and MOT records
Make it findable
A box of paper is a record, but only if you can find the one sheet you need. A digital record searchable by vehicle, driver and date means you can answer an enquiry in minutes. Kovi keeps every check and lets you search and export them.
Personal data
Check records include drivers' names and locations, so privacy law applies. Keep them for a reason, tell drivers what you hold, and delete when you no longer need them. Kovi publishes a driver notice you can give your drivers.
This is general information, not legal advice.
Questions
Can I keep records digitally?
Yes. What matters is that they are accurate, secure, kept for the right period and can be produced when asked.