Keeping Digital Maintenance Records: Benefits & Best Practices

If you’re still keeping your maintenance records in a lever-arch file or scribbling on service sheets in the cab, you’re not alone. But switching to digital record-keeping can make a huge difference — especially for Restricted Operator Licence holders who want to stay compliant without drowning in paperwork.

In this guide, we’ll cover:

• Why digital maintenance records are a smart move

• What records you need to keep (and for how long)

• The key benefits of going digital

• Best practices for small fleet operators

• Tools and systems you can use

• How to stay DVSA-compliant with minimal admin

What Are Maintenance Records — and Why Do They Matter?

Maintenance records are written proof that your vehicles are being:

• Regularly inspected (PMIs)

• Serviced and repaired correctly

• Kept in roadworthy condition

The DVSA and Traffic Commissioner expect you to keep accurate records for at least 15 months. These are often requested during:

• Roadside checks

• DVSA desk-based assessments

• Public Inquiries

• Operator licence applications or variations

Without records, you can’t prove your compliance — and you could face prohibitions or even lose your licence.

What Maintenance Records Should You Keep?

Here’s a breakdown of the key records you need to store digitally or on paper:

Record Type	Required Details	Retention
PMI reports	Date, vehicle ID, checks done, defects found, repairs, sign-off	15+ months
Service invoices	Parts, work done, date, vehicle, mileage	15+ months
Defect reports	Daily walkaround sheets, issues found, driver name, date	15+ months
Repair records	Who did the work, what was done, when, invoice/job card	15+ months
Brake test reports	Printout or report, test date, results, vehicle ID	15+ months
Tachograph calibrations	Date, certificate or printout	Until next calibration

Why Go Digital?

While paper records are legally acceptable, digital systems offer huge advantages for modern operators:

✅ 1. Faster Access and Easier Storage

• Find any report in seconds with keyword or date search

• No lost paperwork or water-damaged folders

• Access from your phone, laptop, or cloud storage — even on site

✅ 2. Improved Organisation

• Automatically sort records by vehicle or date

• Colour-coded folders for PMIs, services, and defects

• Easy sharing with DVSA or consultants

✅ 3. Less Admin and Fewer Errors

• No duplicate entries

• Standardised templates reduce missed info

• Reminders and auto-notifications help you stay on track

✅ 4. Stronger Audit Trail

• Digital timestamps and history logs

• Proof of when defects were reported and repaired

• Clear evidence for DVSA inspections or Public Inquiries

✅ 5. Better for Remote or Mobile Operators

• If you work from home, on-site, or on the move, digital records go with you

• You don’t need a filing cabinet in the passenger seat

Best Practices for Digital Record-Keeping

✅ 1. Create a Digital Folder Structure

For example:

scss

Copy

📁 Maintenance Records ├── Vehicle 01 (AB12 XYZ) │ ├── PMIs │ ├── Repairs │ ├── Daily Checks │ └── MOTs ├── Vehicle 02 (CD34 ABC) │ └── (same folders) └── Templates and Schedules

✅ 2. Use Consistent File Naming

Examples:

• PMI_HGV01_2025-07-01.pdf

• BrakeTest_HGV01_2025-06-10.pdf

• DefectReport_VAN02_2025-07-04_JSmith.pdf

This makes searching and filing much easier.

✅ 3. Set Regular Reminders for Uploading

• After each PMI, scan and upload immediately

• Keep a list of expected records each month

• Use Google Calendar or Trello to track what’s due

✅ 4. Use Scanning Apps or Cloud Tools

Useful apps and tools:

Tool	Purpose
Microsoft Lens	Scan paper reports via phone
Google Drive / Dropbox	Cloud storage and sharing
Trello / Asana	Task reminders
Sheets / Excel	Maintenance planner
CheckedSafe / R2C / Truckfile	All-in-one compliance apps (optional)

✅ 5. Back Up Everything

• Use cloud storage and local backup (e.g. USB drive or external hard drive)

• Protect against accidental deletion or system failures

• DVSA won’t accept “the laptop crashed” as an excuse

Digital vs Paper: Quick Comparison

Feature	Digital	Paper
Storage space	Minimal	Bulky
Searchability	Instant	Manual
Sharing	Easy (email or link)	Scanning required
Risk of loss	Low (with backups)	High (fire, damage, misplacement)
Legal validity	✅	✅

Both are acceptable — but digital is more efficient and easier to manage over time.

How DVSA Views Digital Records

DVSA is fully supportive of digital systems, provided:

• Records are complete and legible

• They are organised and accessible on request

• Defect rectification is clearly shown

• Files are kept for the required period (15 months minimum)

During audits, operators who present digital records professionally are often viewed more favourably.

Common Mistakes to Avoid

Mistake	Problem
❌ Uploading scanned images with no naming system	Makes searching a nightmare
❌ Only keeping records in email inboxes	Easy to lose or overlook
❌ Not backing up cloud storage	Risk of data loss
❌ Forgetting to upload reports after PMI	Missing audit trail
❌ Relying on garage to keep your records	You must keep your own copies!

Top Tip: Combine Digital Records with a Maintenance Planner

Use a digital spreadsheet or planner to:

• List all upcoming inspections, MOTs, and brake tests

• Tick off completed tasks with links to saved records

• Highlight overdue items

✅ This creates a powerful visual snapshot of your compliance.

Conclusion

Going digital with your maintenance records doesn’t mean investing in expensive systems or hiring IT consultants. With just a smartphone, a cloud account, and a few simple habits, you can create a streamlined, audit-ready record-keeping system that saves time and protects your licence.

As a Restricted Licence holder, you wear many hats — so give yourself every advantage by making compliance easy, portable, and paperless.

Next in the series:👉 What Is an Operating Centre? A Plain English Guide for Small Fleet Owners