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M2 Records


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Evidence required

Requirement

To manage and retain all records relevant to the FORS Standard.

Purpose

To ensure that fleet management records are available to provide evidence of fleet management activities and that all information is current and accessible.

Demonstration

FORS Operators shall have and maintain a procedure that retains all documents, records and data relevant to the FORS Standard. Information shall be in an accessible format, legible, easily retrieved and retained for the required duration.

Records shall be available for inspection or audit and retained in a legible condition for the relevant time period. The time period for retaining records are:

  • 12 months for drivers’ hours records
  • 24 months for working time records
  • 15 months for statutory annual vehicle tests (after their expiry date)
  • 14 weeks for vehicle nil defects records or until the next vehicle safety
  • 15 months for records relating to vehicle safety inspections, defects and maintenance

All other records relevant to the FORS Standard shall be retained until the next FORS audit.

Evidence required

A documented procedure on record retention;

Complete, legible and retrievable records covering:

  • 12 months for drivers’ hours
  • 24 months for working time 
  • 15 months relating to vehicle safety inspections, defects and maintenance
  • 14 weeks for vehicle nil defects or until the next vehicle safety
  • the period since the last Bronze audit for all other areas relevant to the FORS Standard (training, communications, license and eyesight checks, etc)

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