What to Keep and for How Long: A Record Retention Guide for Restricted Licence Holders

stuart47304
Jul 14
3 min read

Keeping the right records, for the right length of time, is a fundamental part of compliance for any transport operator. For Restricted Operator Licence holders, understanding exactly what documents must be retained—and how long—is essential to avoid penalties, facilitate inspections, and protect your business.

This comprehensive guide breaks down key records categories, their retention periods, legal requirements, and practical tips to manage your records efficiently.

1. Why Proper Record Keeping Matters

Legal Compliance: The Traffic Commissioner and DVSA expect operators to keep accurate and accessible records.
Evidence of Compliance: Records prove you have met maintenance, driver, and financial obligations.
Audit and Inspection Readiness: Having documents organised saves time and stress during inspections or inquiries.
Business Management: Good records support operational decisions and financial planning.

2. Key Record Categories and Retention Periods

A. Vehicle Maintenance Records

What: PMI sheets, repair invoices, MOT certificates, brake test reports, tachograph calibration certificates.
How Long: At least 15 months for most records; tachograph calibration certificates should be kept for 2 years.
Why: To prove regular vehicle inspections and repairs have been conducted as required.

B. Driver Records

What: Licence check reports, copies of driver licences, CPC cards (if applicable), driver training records, driver declarations.
How Long: Minimum 15 months after driver leaves or ceases driving for you; longer recommended (up to 2 years).
Why: To show due diligence in verifying driver eligibility and ongoing compliance.

C. Tachograph Data (If Applicable)

What: Vehicle unit downloads, driver card data, manual entries, infringement records.
How Long: At least 12 months.
Why: Required by law to demonstrate compliance with driver hours and tachograph regulations.

D. Financial Records

What: Bank statements, invoices, receipts, tax returns, cash flow forecasts.
How Long: At least 6 years per HMRC requirements.
Why: To prove financial standing and support audit processes.

E. Operating Centre Records

What: Lease agreements, planning permissions, complaints, noise assessments.
How Long: Duration of licence plus at least 15 months after expiry or change.
Why: To prove legal use and compliance with operating centre conditions.

F. Compliance Communications

What: Correspondence with DVSA, Traffic Commissioner, enforcement notices, Public Inquiry documents.
How Long: Minimum 5 years recommended.
Why: To document history of compliance and responses to regulatory actions.

3. Best Practices for Managing Record Retention

Create a Retention Schedule: List record types and retention durations. Review and update annually.
Use Digital Systems: Scan paper documents to create searchable digital archives.
Organise by Category and Date: Use clear folder structures and file naming conventions.
Back Up Your Records: Use cloud storage or external drives with regular backups.
Secure Sensitive Information: Protect personal data in compliance with GDPR.
Schedule Regular Reviews: Archive or securely delete documents past retention.

4. What Happens if You Don’t Keep Records Properly?

DVSA Inspections: Lack of records can lead to enforcement action, prohibitions, or increased scrutiny.
Traffic Commissioner Investigations: Missing records weaken your defence during Public Inquiries.
Financial Consequences: Fines, licence revocation, or inability to prove financial standing.
Operational Risks: Poor record keeping can mask maintenance issues leading to breakdowns or accidents.

5. Tips for Restricted Licence Holders

Keep minimum 15 months’ maintenance and driver records — that’s non-negotiable.
Plan your filing system from day one — paper or digital.
Train staff and drivers on the importance of record keeping.
Use checklists to ensure all records are collected and retained.
Consider professional advice for complex record retention needs.

6. Summary Table of Key Record Retention Periods

Record Type	Retention Period
Vehicle Maintenance	15 months
Driver Licence Checks	15 months (recommended 2 years)
Tachograph Data	12 months
Financial Records	6 years (HMRC standard)
Operating Centre Documents	Duration of licence + 15 months
Compliance Correspondence	Minimum 5 years

Final Thoughts

Understanding what to keep and for how long is vital for Restricted Licence holders to maintain compliance and protect their licence.

Use this guide to create or review your record retention policies — organised, thorough record-keeping is a powerful business asset, not just a legal requirement.