Fleet Management Records UK

Description of Business Function

The function of managing the organisation’s transportation fleet, including vehicle financing, vehicle maintenance and driver management.

Basis of Retention and Disposition

The retention rule for vehicle-related records is based upon keeping as a financial record plus maintenance of contractual evidence.

The retention rule for driver-related records is typically 6 years as per the Operator licence (which is reviewed on a 5 yearly basis) and keeping in case of potential legal liability based upon the standard limitation period of 6 years for legal action. This exceeds The Road Transport (Working Time) Regulations 2005, reg. 11 states keep mileage records for 2 years. It also exceeds 1 year within Drivers’ Hours (Good Vehicles) (Keeping of Records) Regulations 1987, reg. 11.

There are Data Protection considerations for certain driver records.

The retention rule for the Operator licence is based upon keeping in case of potential legal liability based upon the standard limitation period of 6 years for legal action.

Retention Rules Per Record Type

Record Type Minimum Retention Period Rationale
Vehicle finance records Closure of financial year in which vehicle sold + 7 years As a financial record plus maintenance of contractual evidence
Vehicle maintenance records Closure of financial year in which vehicle sold + 7 years As a financial record plus maintenance of contractual evidence
Driver logs 6 years As per the Operator licence (which is reviewed on a 5 yearly basis) and keeping in case of potential legal liability
Copies of Driving licences Until superseded Data Protection
Speeding and parking fines Enforcement or payment + 3 years Best practice
Operator Licence Superseded + 6 years in case of potential legal liability; the licence is reviewed on a 5 yearly basis

Citations

Limitation Act 1980, s. 5, Time limit for actions founded on simple contract, “An action founded on simple contract shall not be brought after the expiration of six years from the date on which the cause of action accrued”

Limitation Act 1980, s. 2, Actions founded on tort, “An action founded on tort shall not be brought after the expiration of six years from the date on which the cause of action accrued”

Data Protection Act 1998, Sch. 1, Part I, 5th Principle, “Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes”

Drivers’ Hours (Good Vehicles) (Keeping of Records) Regulations 1987 Reg. 11, Preservation of driver’s record books, “(3) The period for which driver’s record books and duplicates of weekly record sheets must be preserved as required by this regulation shall be one year reckoned, in the case of an owner-driver, from the day on which that book was completed or ceased to be used by him, or in the case of an employee-driver, from the day on which that book was returned to his employer pursuant to regulation 8(3).”

The Road Transport (Working Time) Regulations 2005 Reg. 11 (c), Information and records “(d)retain such records for at least two years after the end of the period covered by those records”

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