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Traffic Commissioners issue guidance on remote auditing during coronavirus outbreak

Mark Moran
21 April 2020

 

The Traffic Commissioners for Great Britain have issued the transport industry with guidance on remote auditing during the COVID-19 outbreak.

The commissioners have agreed to accept compliance audits remotely. The remote auditing guidance sets out minimum standards for remote auditing.

The temporary measures aim to improve operator safety whilst operating in compliance with public health advice.

All audits must be evidence based and the principles in the guidance say that:

  • Operators may scan or photograph documents to send to the auditor. Each document must be complete and easy to read. (They might want to use a Sharepoint or Dropbox site to help with picture quality)
  • Operators and transport managers should make use of publicly available information, for example, on vehicle taxation status and MOT history
  • Operators and transport managers must not share VOL login details with auditors. These are personal and not transferable
  • Operators and transport managers should aim to use software such as Skype or Microsoft Teams to share screens so that the auditor can check remotely, for example, tachograph and maintenance records stored electronically
  • Operators may, at their own risk and at their own discretion, provide auditors with remote access to any online compliance systems (such as for maintenance or drivers hours)
  • Operators and transport managers should carry out interviews and debrief meetings using software where all parties can see each other
  • Auditors must confirm the identity of operator representatives before any interview or debrief starts. The debrief should be with a director, partner or the sole trader and with the transport manager for standard licences
  • Where no evidence is available, this should be said. Verbal assurances from the operator carry little weight.
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