“Recognising that operators are currently working in unprecedented and difficult times, they have agreed to accept compliance audits remotely. The temporary measures aim to improve operator safety whilst operating in compliance with public health advice,” the body said.
The guidance states: “Audits must be based on evidence. The standard audit framework has been updated with the minimum necessary evidence required.” To reinforce that point, it later adds: “Where no evidence is available, this should be said. Verbal assurances from the operator carry little weight.”
It says that operators may scan or photograph required documents, and transfer them using online tools. Operators must not share VOL login details with auditors. It suggests that electronic records can also be checked using the screen-sharing functionality of software such as Microsoft Teams.
The guidance also specifies that samples of about 10% of vehicle records be audited; samples of maintenance records should also cover a period greater than four PMIs; driver records should cover at least three months.